Minutes - Board - 2011-09-22�1
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 22, 2011
CALL TO ORDER
PLEDGE OF
ALLEGIANCE
INVOCATION
rROLL CALL
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DIRECTORS PRESENT:
DIRECTORS ABSENT:
The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
August 25, 2011 at 5:30 p.m. at 628 W. 19th
Street, Costa Mesa.
Director Perry led the Pledge of Allegiance.
Director Scheafer led the Invocation.
Robert Ooten, James Ferryman,
Mike Scheafer, Jim Fitzpatrick, Art Perry
STAFF PRESENT: Scott Carroll, General Manager; Joan Revak,
Office Manager /Clerk of the District; Robin B.
Harriers, District Engineer; Alan Burns,
District Counsel; Sherry Kallab,
Administrative Manager; Marc Davis,
Treasurer; Teresa Gonzalez, Accounting
Manager; AJ Cully, Management Analyst
OTHERS PRESENT
ANNOUNCEMENT OF LATE COMMUNICATIONS
Ms. Revak provided a revised copy of Vice President Ferryman's expense reimbursement
form correctly reporting attendance at six meetings in the month of August 2011.
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COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
CONSENT CALENDAR
REPORTS
MINUTE APPROVAL
Minutes of Sewer System Committee The Minutes of the Sewer System Committee
Meeting — August 16, 2011 Meeting of August 16, 2011 were approved as
distributed.
Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee
—August 22, 2011 Meeting of August 22, 2011 were approved
as distributed.
Minutes of Regular Board Meeting —
August 25, 2011
ENGINEER'S REPORTS
Project Status Report
Occupancy Report and Payment of
$197,134.07 to Costa Mesa Disposal —
September 2011
The Minutes of the Regular Board Meeting of
August 25, 2011 were approved as distributed.
The Project Status Report dated September
2011 was accepted as submitted.
The Trash Occupancy Count documented an
increase of one unit for the occupancy report
for solid waste collection as of September 1,
2011. Therefore, the total for September is
21,532 and the payment of $197,134.07 was
ratified.
Contract Payment of $183,152.27 to CR The contract payment of $183,152.27 to
Transfer—August 2011 CR Transfer for recycling services and
disposal for the month of August 2011 was
ratified as submitted.
Contract Payment of $10,660.71 The contract payment of $10,660.71 to CR
to CR Transfer — Santa Ana Transfer for recycling services and disposal for
Heights /Newport Beach — August 2011 Santa Ana Heights /Newport Beach for the
month of August 2011 was ratified as
submitted.
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COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
Warrant Register for the month of August
2011 in the amount of $556,668.65
Directors Compensation &
Reimbursement of Expenses for the
month of August 2011.
Investment Report for the month of
August 2011
PAGE 3
Warrant Resolution #CMSD 2012 -3 was
approved, authorizing the President and
Secretary to sign the warrant ratifying the
payment of certain claims and demands, and
specifying the funds out of which the same
were paid in the amount of$556,668.65.
Director Compensation and Expense
Reimbursements for the month of August
2011 were approved and ratified as follows:
President Ooten: $1,105.00
Vice President Ferryman: $1,326.00 +
$714.77
Director Scheafer: $1,326.00 + $1,679.62
Director Fitzpatrick:
Director Perry: $1,326.00 + $1,004.55
The Investment Report for the month of
August 2011 was approved as submitted.
Budget Transfer for Directors Attendance The Budget Transfer for Directors
at SWANA Conference Attendance at SWANA Conference was
approved.
END OF CONSENT CALENDAR
Director Perry moved to accept the Consent Calendar with the addition of Vice
President Ferryman's expense reimbursement form. Director Scheafer seconded
the motion. Motion carried 5 -0.
WRITTEN COMMUNICATIONS
There were no written communications.
PUBLIC COMMENTS
President Ooten invited public comments. There was no public present.
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COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
GENERAL MANAGER'S REPORTS
ESTABLISH SPECIAL BOARD MEETINGS FOR RECYCLING AND SEWER SYSTEM
COMMITTEES
Mr. Carroll stated as it stands now, only appointed Board members can engage in
discussions and take action on items on District committee agendas. Other Board
members can attend the open meetings, but cannot engage in public discussions.
Mr. Carroll stated establishing Special Board meetings would allow all five Directors
to engage in discussions and take part in discussing recycling and sewer system
items normally discussed at the committee level. Discussion ensued on the topic
and a quarterly regular meeting was suggested. Vice President Ferryman stated he
did not see the need for scheduling a regular quarterly meeting and, if necessary, a
special meeting can be scheduled on an "as- needed" basis. Mr. Burns stated the
"standing" committee rule about allowing other members to attend and sit silently
and serves the purpose of absorbing material. The consensus was to continue with
a Recycling Committee meeting with a Chairman and a Sewer System Committee
meeting with a Chairman and another Board member rotating each month.
Vice President Ferryman moved to continue the Recycling Committee Chair and a
Director on a rotating basis and to modify the Sewer System Committee to the
same schedule. Mr. Burns will draft a resolution to deal with the committee
participants and bring it back to the Board for approval.
WEBSITE ENHANCEMENTS
Ms. Cully provided a demonstration of a new CMSD website created by
WebCentrics, a company referred by CSDA. WebCentrics provides a low cost
website solution giving Staff the ability to maintain the site through an advanced
content management system. The new website can be easily modified and
updated which will ensure the timely delivery of information to the Board of
Directors and Costa Mesa residents.
ROOT ABATEMENT COST ANALYSIS
Mr. Carroll reported the Board, in the beginning of 2011, directed Staff to focus on
reducing its high frequency cleaning locations ( "hot spots "). At the beginning of the
year CMSD had 94 hot spot locations with a goal to reduce these locations to less
than 40 Vice President Ferryman moved to authorize Staff to proceed on repairing
the hot spot locations. Director Perry seconded the motion. Motion carried 5 -0.
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COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
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PROJECT #192 SYSTEM WIDE SEWER RECONSTRUCTION PHASE 2 DESIGN
Mr. Carroll reported construction for Phase 1 of Project #192 will be underway very
soon and designs for Phase 2 should begin so that construction can begin at the
same time next year. Phase 2 of this project includes repairing 64 line segments
throughout the District service area. Robin B. Hamers & Associates submitted a
proposal for designing Phase 2 at a cost of $59,771. The design cost for Phase 2
is $10,036 less than the design cost for Phase 1 which was $69,807, because most
of the front end work for design services is already completed. Under the District's
purchasing ordinance, the General Manager has approval authority for services that
cost less than $125,000. Mr. Carroll determined that awarding the design services
to RBH Inc. is in the best interest of the District because of their familiarity with the
project and their ability to reduce the costs because of their experience preparing
designs for Phase 1. Director Perry moved to approve design services to RBH, Inc.
Director Scheafer seconded the motion. Motion carried 5 -0.
CLAIM FOR DAMAGES
Mr. Carroll reported on a claim submitted to the District by Jared Shostak for
recovery of costs for damages to his vehicle after running over an open manhole on
the street. The District's claims administrator, Special District Risk Management
Authority (SDRMA), recommends rejection of the claim. Mr. Carroll stated Staff
concurs with SDRMA's recommendation and stated rejection does not preclude the
possibility of settlement of the claim but sets the statute of limitations so resolution
can be reached in a reasonable time. Vice President Ferryman moved to reject the
claim for damages. Director Perry seconded the motion. Motion carried 5 -0.
RECYCLING COMMITTEE
The Recycling Committee meeting met on September 19, 2011. Director
Fitzpatrick and Vice President Ferryman attended and gave a report on the
meeting. Director Fitzpatrick reported on a conference call presentation by Catalog
Choice on reducing unwanted junk mail. This item will be on the October 2011
regular meeting agenda.
A discussion on Zero Waste and developing key objectives within control and
influence of the CMSD was discussed.
A variable refuse rate was discussed and the possibility of establishing a variable
rate system for refuse.
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COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
Ms. Revak provided a final report on the 2011 large item collection program.
The landfill tonnage totaled 313.78 tons at a total cost of $10,596.76. Recyclable
White Goods collected totaled 29.56 tons amounting to a credit of $1,227.80
($41.53/ton) and a net cost to the District of $9,368.96. Ms. Revak provided a
historical perspective of the large item program from 2000 through 2011.
ENGINEER'S REPORTS
PROJECT #185 SYSTEM WIDE SEWER RECONSTRUCTION - PHASE 1
RECOMMENDATION FOR EXTRA WORK
Mr. Hamers reported Project #185 performs Grade 5 sewer repairs (Grade
5s are very severe pipe or joint problems) and the District has the
opportunity to take advantage of low bid prices by awarding extra work to the
contractor. The District may award extra work in the form of additional
Grade 5 repairs as well as substituting full length lining instead of installing
small sections of liners. Mr. Hamers prepared plans for the extra work and
obtained an extra work proposal from the contractor.
Director Perry moved to authorize the General Manager to negotiate and
award extra work up to $150,000 for an additional 38 line segment repairs
based on the Phase 1 additional plans prepared by the District Engineer; and
to approve extra work in the amount of $53,236 for full length lining instead
of small section lining. Director Ferryman seconded the motion. Motion
carried 5 -0.
SEWER SYSTEM COMMITTEE
President Ooten reported on the Sewer System Committee meeting held on
September 13, 2011. Mr. Ramon Gallegos from EEC provided reports on
old and new cleaning cycles and the addition of root cutting to cleaning.
Discussion on the risk of large spill in the Newport Beach Upper Newport
Bay was held. A root abatement cost analysis report was presented.
An update on all CMSD projects was provided.
TREASURER'S REPORTS
Mr. Davis stated he had nothing to report.
ATTORNEY'S REPORTS
• Mr. Burns reported on the, Brown Act's application to meetings outside the
district boundaries and stated the Attorney General has recently provided
guidance on these subjects.
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
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Mr. Burns advised the Board that any time a majority of the Board is
present, it would be prudent to ensure there is appropriate authority for being
present at the same time and that the Attorney General is increasingly
focusing on these types of meetings. Under the Brown Act, Mr. Burns
stated, all presumptions are in favor of open meetings and strict compliance
with any exceptions that limit public access.
Mr. Burns informed the Board that should they desire to meet with the
Midway City Sanitary District, it would be considered appropriate.
CLERK OF THE DISTRICT REPORTS
Ms. Revak stated she had nothing to report.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
Director Ferryman attended the OCSD meeting held on August 24, 2011,
however, there was nothing of importance to the CMSD to report.
• SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
Director Perry reported on the Santa Ana River Flood Protection Agency
meeting held earlier in the day. A field trip to Prado and Seven Oaks Dam is
scheduled for October 6, 2011. Flood insurance requirements were
discussed.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
The next ISDOC Quarterly meeting is scheduled for September 29, 2011.
SPECIAL DISTRICTS INSTITUTE CONFERENCE - SEPTEMBER 2011
Director Perry reported on the Special District Institute he, President Ooten
and Director Scheafer attended.
SWANA EVENT AT BALBOA BAY CLUB
Director Fitzpatrick reported on attending a SWANA event at the Balboa Bay
Club that was very informative.
OLD BUSINESS
There was no old business discussed.
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COSTA MESA SANITARY DISTRICT PAGE 8
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 22, 2011
NEW BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
ADJOURNMENT
President Ooten adjourned the meeting at 7:49 p.m.
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President