Minutes - Board - 2005-04-14 (2)C
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COSTA MESA SANITARY DISTRICT
MINUTES. OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
April 14, 2005, at 6:00 p.m. at 628 W. 1 9th .
Street, Costa Mesa.
President Ferryman called the meeting to
order at 6:00 p.m.
PLEDGE OF ALLEGIANCE Director Schafer led the Pledge of
Allegiance
INVOCATION Director Woodside gave the invocation.
ROLL CALL DIRECTORS PRESENT: James Ferryman, Greg Woodside, Art
Perry, Arlene Schafer, Dan Worthington
DIRECTORS ABSENT: None
STAFF PRESENT: Robin B, Harriers, Manager /District
Engineer; Alan Burns, Legal Counsel;
Tom Fauth, Assistant Manager; Joan
Revak, Board Secretary/Program
Manager /Clerk of the District; Wendy
Davis, Treasurer; Sherry Kallab,
Accountant; Denise Gilbert, Permit
Processing Specialist; Debbie Bjornson,
Permit Processing Specialist; Ron Shef,
District Ordinance Enforcement Officer
OTHERS PRESENT: Gina Kevilian, 2414 Niagara Way, Costa
Mesa
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
PAGE 2
. ............................... CONSENT CALENDAR . ...............................
Director Schafer motioned to approve the Consent Calendar as presented.
Director Perry seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling
Committee Meeting,
March 8, 2005
Minutes of Regular
Meeting,
March 9, 2005
MANAGER'S REPORTS
Refunds
The Minutes of the Recycling Committee Meeting
of March 8, 2005, were approved as distributed.
The Minutes of the Regular Meeting of March 9,
2005, were approved as distributed.
There were no refunds requested for the month of
March 2005.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,867.09 increase of 4 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of April 1, 2005.
April 2005 Therefore, the total for April is 21,248.
Board directed Staff to prepare a warrant for
$188,867.09 to Costa Mesa Disposal on May 1,
2005, for payment for April trash collection based on
the April count of 21,248.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for March 2005
Control Board (RWQCB) was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated April 2005 was
accepted as submitted.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
PAGE 3
TREASURER'S REPORTS
Financial Report as of The Financial Report as of February 28, 2005 was
February 28, 2005 accepted as submitted.
Treasurer's Reports as of The Treasurer's Reports as of March 31, 2005 was
March 31, 2005 received and filed.
Warrant Resolution 2005- Warrant Resolution . #CMSD 2005 -10 was
10 for March 2005 in the approved, authorizing the President and Secretary
amount of $454,983.47 to sign the warrant and instructing the Treasurer to
draw a warrant from the Costa Mesa Sanitary
District General Fund in the amount of
$454,983.47.
Directors Expenses for the Director Compensation and Expense
Month of March 2005 Reimbursement for the Month of March 2005 were
approved and ratified as follows:
Director Ferryman: $850.00
Director Perry: $340.00
Director Schafer: $1020.00 + 12.15
Director Woodside: $510.00
Director Worthington: $1020.00
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Ms. Revak reported receiving a communication from James Towns, ARM, Chief
Executive Officer, Special District Risk Management Authority Board of Directors
dated April 8, 2005, requesting nominations for the Board of Directors.
Discussion was held.
The Board declined providing a nomination.
Ms. Revak reported receiving a written communication from the
• Telecommunications Center inviting recipients to an April 13, 2005 open house to
celebrate National Telecommunications Week. Director Worthington and Mr.
Fauth attended the open house.
COSTA MESA SANITARY DISTRICT
u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
PAGE 4 .
Ms. Revak reported receiving a written communication from OCWD Children's
Water Education Festival. Directors Schafer and Woodside and Mr. Fauth
attended the event and provided a brief synopsis for the Board.
Director Schafer provided a sample of a grease container lid distributed at the
event.
Discussion was held regarding the CMSD participating in a future OCWD
Children's Water Education Festival.
PUBLIC COMMENTS
There were no public comments.
MANAGER'S REPORTS
STANDARDIZED TRASH CONTAINER PROGRAM REPORTS
Mr. Shef presented the ordinance enforcement summary report covering the •
month of March 2005.
Mr. Shef's summary report contained the following information:
• 20 flyers given to residents and 8 containers oversprayed for graffiti
Mr. Shef reported the combination of wind and rain made for many
overturned empty containers
Director Worthington participated in a drive along to the West and
West/Central portion of the District.
• Suggestion to provide container spray paint to Costa Mesa Disposal
. to cover graffiti noticed during collection.
CMSD STRATEGIC PLAN
YEAR 2005 STRATEGIC PLANNING ACTION ITEMS
Mr. Hamers reported an updated Strategic Plan Action Items list was
included in the Board packet.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
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NEW DISTRICT HEADQUARTERS
PURCHASE OF SOFTWARE FOR YEARLY TRASH AND SEWER CHARGES AND
IMPLEMENTATION SCHEDULE
Mr. Fauth reported the Springbrook software was successfully installed
and data downloaded March 25, 2005. Mr. Fauth reported there are
still screen modifications being made.
Ms. Bjornson reported the software is working well and expects only
minor adjustments will be necessary.
Mr. Fauth reported the import/export will be on schedule.
OPEN HOUSE - THURSDAY, MARCH 31, 2005
President Ferryman commended Staff on the Open House preparation.
Approximately 60 guests were in attendance to view the new District
facilities.
ESTABLISH BUILDING AND GROUNDS AD HOC COMMITTEE
Mr. Hamers requested Director participation on a Building and
Grounds Ad Hoc Committee to consist of two Directors and Staff,
meeting on an as- needed basis for one to two years to discuss and
recommend improvements for the building and grounds to the full
Board.
Directors Worthington and Perry were appointed to the Building and
Grounds Ad Hoc Committee.
RECYCLING REPORTS
WASTE DIVERSION REPORT - MARCH 2005
Ms. Revak presented the Waste Diversion Reports for March 2005
showing a 49.26% diversion rate. The report was received and filed.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
PAGE 6
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR MARCH 2005 SERVICES
Director Schafer motioned to ratify contract payment in the amount of
$201,189.21 to CR Transfer for recycling services and disposal for the
month of April 2004. Director Perry seconded. Motion carried 4 -0.
RECYCLING COMMITTEE - MONDAY, APRIL 11, 2005 -12:00 P.M., CMSD
BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND
WORTHINGTON
RECYCLING COMMITTEE GOALS FOR 2005/2006
Director Woodside provided an updated list of Recycling Committee
Goals. Director Woodside reported the Girls and Boys Club expressed
an interest in developing a recycling project.
Director Woodside will contact the local Boy Scout and Girl Scout groups
to determine the interest level in a recycling program project.
HIGH SCHOOL TOUR OF CR TRANSFER AND OC LANDFILL
Director Woodside reported the Committee discussed organizing and
funding a bus field trip for high school students to CR &R. Director Perry
reported Estancia high school would be interested and outlined the steps to
be taken to develop the program for the high school students.
Director Woodside motioned to appropriate $2,000, to be used for two bus
field trip tours to CR &R for recycling education for high school students.
Director Schafer seconded. Motion carried 5 -0.
CLASSROOM RECYCLING PROJECTS
Mr. Fauth reported a presentation was made to two 6�' grade classrooms
where they discussed recycling and vermi- composting.
Director Woodside reported the Committee discussed updating the District's
`Working for You" video. Director Worthington inquired whether making a
DVD would be cost effective.
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Director Woodside left the meeting at 6:29 p.m. •
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AGREEMENTS WITH TECHNOLOGY RESOURCE CENTER (TRC)
PROFESSIONAL SERVICES AGREEMENT FOR TELEMETRY SYSTEM
MAINTENANCE
Mr. Fauth presented an 18 -month agreement with Technology Resource
Center for Costa Mesa Sanitary District Telemetry System Maintenance,
not to exceed $8,250 per year or $12,375 for the 18 -month period of
performance.
PROFESSIONAL SERVICES AGREEMENT FOR INFORMATION TECHNOLOGY
SYSTEM MAINTENANCE
Mr. Fauth presented a 16 -month agreement for Information Technology
System Maintenance with Technology Resource Center, not to exceed
$21,280.00.
Director Schafer motioned to approve and execute both the professional
. services agreements for Telemetry System Maintenance and Information
Technology System Maintenance. Director Perry seconded. Motion
carried 4 -0.
The Board directed Staff to investigate the laws regarding videotaping
with security cameras.
ORDINANCE ENFORCEMENT OFFICER CALPERS CONTRIBUTION LEVEL
Mr. Fauth provided background information regarding the CalPERS contribution
for the CMSD Ordinance Enforcement Officer, Based on CalPERS
requirements, the District will continue to pay the employee share to CalPERS
for the part-time position until the District hires another part -time at -will
employee.
Director Perry motioned to approve the memorandum as presented. Director
Schafer seconded. Motion carried 4 -0.
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SPRING 2005 NEWSLETTER
Ms. Revak introduced the Spring 2005 newsletter for the Board's review. The
newsletter will be distributed at the end of April.'
Ms. Revak reported the District spent $3,100 on postage and $1,100 on direct
mailing for the Spring 2004 newsletter. Additional charges by the City of Costa
Mesa for graphics and printing are not included in this amount.
American Business Solutions formatted the Spring 2005 newsletter for the
District.
CITY /DISTRICTS LIAISON COMMITTEE MEETING - MARCH 25, 2005
Mr. Harriers reported the City is experiencing a significant workload in their new
consulting legal department and is unable to comment on the pending
City /District sewer maintenance agreement..
Mr. Harriers provided a brief report, stating they discussed permitting, sharing of •
minutes between agencies, drought tolerant landscaping for medians, and
waterless urinals and public toilets.
Ms. Revak reported Diana Leach, General Manager, Mesa Consolidated Water
District, contacted the District with modifications to the City /Districts Liaison
Committee meeting minutes as follows:
Under item 1. Permitting — Coordinating Efforts Between Agencies, add "Mr.
Roeder indicated Mesa would receive written comments on its proposed draft
agreement by the end of March."
Under item 3 Drought Tolerant Landscaping for Medians add "Mr. Roeder
stated he will have the new Administrative Services Director contact Ms. Leach
to arrange a presentation for the Parks and Recreation Commission."
Director Schafer motioned to approve the minutes as amended. Director Perry
seconded. Motion carried 4 -0.
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APRIL 14, 2005
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ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS - (WDR)
GENERAL UPDATE
GREASE CONTROL PROGRAM DEVELOPMENT
PROGRAM IMPLEMENTATION EEC
Mr. Hamers reported grease control programs are being implemented.
Mr. Hamers reported the steering committee is looking into other
advancements for the program such as enzymes or bacteria.
USE OF OCHCA INSPECTORS
Mr. Hamers reported the Orange County Health Care Agency is working
on the agreement with OCSD and the Steering Committee.
CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS
Mr. Hamers reported the item has been approved in concept by the
Board. Mr. Fauth is working with Springbrook to insure the computer
system will accept the changes.
Mr. Hamers requested Mr. Fauth send an e-mail to OCSD with the latest
copy of the FOG matrix.
COOPERATIVE PROJECTS GRANT FROM OCSD FOR TELEVISING SEWER LINES
Mr. Hamers reported he expects to present a recommendation to the Board to
award the project at the May or June 2005 regular Board Meeting.
REPORT ON EMERGENCY AND NON -BID SEWER WORK
Mr. Hamers reported an emergency repair to the Tustin Pumping Station
discharge line.
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TREASURER'S REPORTS
2004 ELECTION COSTS
Ms. Davis reported the District's cost for the November 2004 election is
$38,536.96. Ms. Davis contacted the County to ascertain the reason for the
increase in cost. Ms. Davis was advised the amount is higher than previous
elections due to higher labor costs at the County.
President Ferryman suggested writing a letter to the County to register the
Board's dissatisfaction in the lack of notice of pending cost increase to allow
the District the opportunity to adjust its budget.
Mr. Hamers suggested contacting other agencies to determine if they incurred
a large increase in election costs and possibly quote these increases as well.
Ms. Davis suggested posting an inquiry on a website frequented by financial
officers before sending the letter.
Ms. Davis requested a budget transfer to the Election Expense as follows:
$2,500 from Trash Contingency (10- 10000 -4990)
$3,019 from Trash Large Item Pick -up (10- 100004 -4310)
$5,519 from Sewer Contingency (20- 200000 -4990)
Director Perry motioned to approve the budget adjustment as presented.
Director Schafer seconded. Motion carried 4 -0.
2005/2006 BUDGET CALENDAR
Ms. Davis reported Staff is on schedule with the 2005 -06 budget calendar and
is investigating the current trash collection rate.
A budget meeting was scheduled for Tuesday, May 24 at 11:30 a.m.
Ms. Davis requested the Board discuss an item that occurred after the
agenda was prepared and that there was a need to take immediate action.
Director Schafer motioned that the need arose to discuss an item that
occurred after the agenda was prepared and there was a need to take
immediate action. Director Perry seconded. Motion carried 4 -0.
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APRIL 14, 2005
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Ms. Davis reported the April 15, 2005 warrant run would total approximately
$667,000 which would be'in excess of her apparent limitation of $400,000.
Ms. Davis requested the Board discuss the item and take immediate action.
Ms. Davis explained the warrants were larger than normal due to a $250,000
check to the Orange County Sanitation District for back sewer connection
fees.
Ms Davis requested the Board approve the April 15, 2005 warrant list in the
amount of $667,000.
Director Perry motioned to approve the April 15, 2005 warrant list not to
exceed $670,000. Director Worthington seconded. Motion carried 4 -0.
ATTORNEY'S REPORTS
CITY /DISTRICT OPERATING AGREEMENT
• Mr. Burns had no additional information for the Board.
ADMINISTRATIVE REGULATIONS
Mr. Burns reported the draft form of the administrative regulations has been
distributed for the Board's review.
President Ferryman requested Board members provide any input on the
administrative regulations to Staff.
RECORDS DESTRUCTION POLICY
Mr. Burns reported the Records Destruction Policy has been postponed due
to the priority attention given to administrative regulations and the master
agreement with Costa Mesa Disposal.
AGREEMENT WITH OCSD FOR TRANSFER OF SEWERS — WATSON AVENUE
Mr. Hamers reported the item is not yet ready for discussion.
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RESOLUTION NO. 2005 -706 ORDERING THAT PUBLICATION OF ORDINANCE NO. 52
HAS OCCURRED.
RESOLUTION NO. 2005-707- ORDERING THAT PUBLICATION OF ORDINANCE NO. 53
HAS OCCURRED.
RESOLUTION NO. 2005 -708 ORDERING THAT PUBLICATION OF ORDINANCE NO. 54
HAS OCCURRED.
Director Schafer motioned to approve Resolutions No. 2005 -706, No. 2005-
707, and No. 2005 -708. Director Perry seconded. Motion carried 4 -0.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - MARCH 23, 2005 (DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following: •
• CASA Conference attendance
• Meeting with Frank Conners and discussion of funding on
secondary treatment
• President Ferryman Chairman of committee to review the OCSD
legal counsel
• SAWPA lawsuit dropped
Mr. Burns provided an update on the Kern County biosolids case.
SANTA ANA RIVER FLOOD PROTECTION AGENCY
EXECUTIVE COMMITTEE MEETING - MARCH 24, 2005
Director Ferryman attended the March 24, 2005 meeting and reported the
following:
■ $50 million earmarked from budget
■ Prado Dam tours
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 14, 2005
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INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
QUARTERLY MEETING - THURSDAY, MARCH 31, 2005,12:00 P.M.
President Schafer attended the March 1, 2005 meeting and discussed the
following:
• Special District Directories for 2005 -2006 were distributed. Director
Schafer will obtain additional copies for Board members.
• Property tax bill
• Salinas Bill (AB1234)
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
Director Schafer attended the April 13, 2005, LAFCO meeting and reported
the following:
• MSR discussed for Los Alamitos /Seal Beach/ Rossmore /Sunset Beach
• MSR discussed for OrangeNilla Park/ Orange Sphere of Influence
• focus area
■ Annexations
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
Director Schafer attended the CSDA meeting on March 10 and 11, 2005, and
reported they discussed the following:
• Bill watch, support
• Finance committee meeting on March 24 in Oxnard to discuss goals
and objectives for the year
• Mandatory sexual harassment training
MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF
COMMERCE
WACO
Director Schafer attended and reported the following:
• Director Schafer spoke on CSDA
• Daniel Cozad, General Manager, SAWPA, guest speaker
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• Update on groundwater replenishment system and optional guided tour
by Mike Markus, General Manager, OCWD
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APRIL 14, 2005
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Chamber of Commerce
Director Schafer attended the Chamber of Commerce meeting on April 5,
2005 and reported they discussed the following:
• Shared California Woman of the Year Award
• Report on telephone book recycling program
• Salinas Bill AB 1234
OLD BUSINESS
President Ferryman presented Director Schafer with a plaque in appreciation
of her 10 years of service on the Board including 4 years as President of the
Costa Mesa Sanitary District.
NEW BUSINESS
SPECIAL DISTRICT & LOCAL GOVERNMENT INSTITUTE ADMINISTRATION SEMINAR •
JUNE 2- 4.2005 OLYMPIC VALLEY
Ms. Revak presented the flyer on the Special District & Local Government
Institute Administration Seminar to be held June 2 -4, 2005 in Olympic Valley,
California.
Directors will review the flyer and make an attendance determination at the
May regular meeting.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Worthington announced he has been named the official spokesperson
for the Friends of the Library. Director Worthington reported a presentation was
made to the City Council regarding a new location for the City library.
ADJOURNMENT
President Ferryman adjourned the meeting at 7:54 p.m.
SECRETARY
PRESIDENT
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