Agenda Packets - Board - 2004-09-081
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Costa esa Sani_taq Dist- is
... an Independent Special District
Arlene Schafer
President
Greg Woodside
Vice President
Art Perry
Director
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Jim Ferryman
Secretary
Dan Worthington
Director
Public Comments. Any member of the public may address the Board. Speakers on agenda items should
identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is
considered. Speakers on non - agenda items will be heard under Public Comments. Pursuant to State law, the
Board may not discuss or take action on non - agenda items except under special circumstances. Speakers must
limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves
the right to declare any speaker out of order.
In compliance with ADA, contact Joan Revak, (714) 754 -5087, 48 hours prior to meeting if assistance is
needed (28 CFR 35.102.35.104 ADA Title ll).
Regular Meeting - Wednesday, September 8, 2004
RECOMMENDED
ACTION
I. CALL TO ORDER —6:00 p.m. — Conference Room 1A Costa Mesa City Hall
II. PLEDGE OF ALLEGIANCE — Director Perry
Ill. INVOCATION — Director Woodside
IV. ROLL CALL
V. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be
routine.and will be enacted in one motion in the form listed below. There will be.no separate
discussion on these items prior to the time the Board votes on the motion, unless members of
the Board request specific items to be removed from the Consent Calendar for discussion, in
which event the item will be removed from the Consent Calendar and considered in its normal
sequence on the agenda.
Reports
Minute Approval
Recycling Committee — August 10, 2004
0 2. Regular Meeting — August 12, 2004
3. Special Meeting — September 2, 2004
(Protecting our community's health 6y providing soWwaste andsewercolrection services.
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Costa .Mesa. Sanitaq District
AGENDA
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September 8, 2004
o 7 Page 2
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Manager's Reports ��
4. Refunds
5. Occupancy Report and payment to Costa Mesa Disposal - September 2004
6. Monthly Spill Report to Regional Water Quality Control Board (RWQCB)
Engineer's Reports
7. Project Status Report
Treasurer's Reports
8. Financial Report as of August 31, 2004
9. Treasurer's Report as of August 31, 2004
10. Warrant Register for September 2004 in the amount of $523,600.00
11. Directors' Compensation and Reimbursement of Expenses for the
Month of August 2004
0 -------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------- - - - - --
VI. WRITTEN COMMUNICATIONS
VII. PUBLIC COMMENTS
VIII. MANAGER'S REPORTS
Anti - Scavenging and Screening of Trash Containers Enforcement Reports
B. CMSD Strategic Plan
Z. Year 2003/2004 Action Items - IX &t, -TWI
RECOMMENDED
ACTION
Approve
Approve
Receive and File
Receive and File
Accept Report
Receive and File
Ratify Payments
Ratify Expenses
Consider
Receive and File
vL Separation of District from City
Second Draft of City of Costa Mesa /CMSD Agreement C on sider
�Mq FMOU4 S E F 41R#4 P994 h tftt rA 00*0 . . A K14 ' .CW EC40
b. Tenant Improvements pdate
Change Orders to Cirks Construction Contract Ratify
Lawn Care Agreement s/'• Approve Agreement
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I t a�na oN PRv(b&OL� rat" w o,V QU
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Costa Mesa Sanita.q ,Dist-vict
AGENDA
OY- 4.
Moving. Company Agreement
Headquarters Security Agreement
C. Recycling Reports
1. Waste Diversion Report - July 2004
2. Waste Diversion Report - August 2004
P
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D. Contract Payment to CR Transfer for recycling services and disposal
1. Payment for August 2004 Services
E. Costa Mesa Disposal Request for Fully- Automated Service and
Presentation of Master Plan
1. Special Meeting - September 2, 2004
Purchase of 60 Gallon and 90 Gallon Trash Containers
G. Recycling Committee - Tuesday, September 7, 2004 - 9:00 a.m., CR -1A
(Directors Worthington and Woodside)
September 8, 2004
Page 3
RECOMMENDED
ACTION
Considerr f YA
Conside4eno
Receive and File
Receive and File
Approve Subject to
Verification of Diversion
Report by Staff
Consider Follow -up Action
Authorize Purchase
�1. Strategic Planning 2003 -2004 - Pyblic Outreach - Classroom U ule
Recycling Projects ropwc 0'f MW �GaO ��y��ar
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4 2. Large Item Collection Program Accept Report
✓ �`" 3. Mini - Telephone Book Program (Yellow Pages)
IX. ENGINEER'S REPORTS
A. Waste Discharge Requirements (WDR)
�. General Update
B. Project #174 (2004 -05 CIP) -Waste Discharge Requirements, Fats, Oil
And Grease (FOG) Program Development
1. Consider Consultant Agreement 0964WAU
S'. P00AAd- PI . �KofWL
Accept Report
Verbal Report from
Manager and Attorney
.-%o Ntg Approve
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Costa. Mesa. Sanitaq ,District Septe7uber 8, 2004
AGENDA Rage 4
A. Election — November 2, 2004
XIV. NEW BUSINESS
A. Time Frame for Director Reimbursement of Out -of- Pocket Expenses
XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
XVI. ADJOURNMENT
•
Accept Report
Consider
(Protecting our community's health 6y providing sotidwaste andsewer collection services.
costamesasanitarydistrict. org
RECOMMENDED
ACTION
C. Project #173 — Prepare Emergency Response Plans for Pumping Stations
1. Proposal to Complete Project
Approve
D. Report on Emergency or Non -Bid Sewer Work
Accept Report
X.
TREASURER'S REPORTS
A. Investment Oversight Committee Meeting — September 8, 2004
Accept Report
(Directors Schafer and Woodside) 'N1`�iCN'�j �p/�itkS'� 414AP?:�- NvErZi�.,v�-)b ,
B. Direct Deposit for Directors' Compensation
Consider
XI.
ATTORNEY'S REPORTS
XII.
LOCAL MEETINGS
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A. Orange County Sanitation District (OCSD) j
1. Regular Meeting — August 25, 2004 (Director Ferryman)
Accept Report
B. Independent Special Districts of Orange County (ISDOC)
Accept Report
C. Local Agency Formation Commission (LAFCO)
Consider
D. California Special Districts Association (CSDA)
1. Board of Directors Election 2004 — Seat B and Seat C
Vote
XIII.
OLD BUSINESS
A. Election — November 2, 2004
XIV. NEW BUSINESS
A. Time Frame for Director Reimbursement of Out -of- Pocket Expenses
XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
XVI. ADJOURNMENT
•
Accept Report
Consider
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COSTA MESA SANITARY DISTRICT
MINUTES OF RECYCLING COMMITTEE MEETING
AUGUST 10, 2004
The Costa Mesa Sanitary District Recycling Committee met at 9:00 a.m. in
conference room 1A at the Civic Center, 77 Fair Drive, Costa Mesa.
Directors Present: Dan Worthington, Art Perry
Staff Present: Rob Hamers, Tom Fauth, Joan Revak ,
Director Worthington called the meeting to order at 9:00 a. m.
STRATEGIC PLANNING 2004 — PUBLIC OUTREACH — CLASSROOM RECYCLING PROJECTS
Director Worthington reported he is awaiting response from the Newport-Mesa
Unified School District office to coordinate future presentation dates.
LARGE ITEM COLLECTION PROGRAM
Ms. Revak presented a report on the Large Item Collection Program. As of
July 30, 2004, 335.30 tons were landfilled at a total cost of $7.374.50. Recyclable
White Goods collected during this period totaled 75.46 tons, amounting to a credit
of $5,924.31 and a net cost to date of $1,450.19.
FALCON WATER -FREE FIXTURES
Mr. Fauth reported a Falcon water -free fixture will be installed on the second floor
of the new District headquarters building.
MINI- TELEPHONE BOOK PROGRAM (YELLOW PAGES
Ms.. Revak reported the Mini Telephone Book Recycling Program will run from
August 9 through September 20, 2004. Collection bins are located in front of
City Hall and at the Orange Coast College Recycling Center.
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Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
August 10, 2004
Page 2
VARIABLE RATE STRUCTURE FOR TRASH COLLECTION PROGRAM
Mr. Fauth presented a report on prepared by UCI Intern Kate Brennan on a variable
rate structure for the District's trash collection program.
BATTERY RECYCLING UPDATE
Mr. Fauth presented a report on battery recycling prepared by UCI Intern Mathew
Mincer.
PUBLIC COMMENTS
There were no public comments.
The meeting was adjourned at 10:18 a.m.
Secretary
President
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
August 12, 2004, at 6:00 p.m. at the
Neighborhood Community Center, 1845
Park Avenue, Costa Mesa
PLEDGE OF ALLEGIANCE
INVOCATION
ROLL CALL
DIRECTORS PRESENT:
DIRECTORS ABSENT:
President Schafer called the meeting to
order at 6:00 p.m.
Director Ferryman led the Pledge of
Allegiance
President Schafer gave the invocation.
Arlene Schafer, Art Perry, James
Ferryman, Dan Worthington
Greg Woodside
STAFF PRESENT: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Counsel; Tom
Fauth,
Assistant Manager; Joan Revak,
Board
Secretary/Program Manager;
Wendy
Davis, Treasurer; Denise Gilbert,
Permit
Processing Specialist; Ron Shef,
District
Ordinance Enforcement Officer
OTHERS PRESENT: Mr. Martin Millard, 2973 Harbor
Boulevard, Costa Mesa
Mr. Walter Richardson, 486 Broadway,
Costa Mesa
Mr. Marc Puckett, City of Costa Mesa
COSTA MESA SANITARY DISTRICT
.. MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
t-
AUGUST 12, 2004
PAGE 2
. ............................... CONSENT CALENDAR
Ms. Revak reported the Occupancy Report in the packet has been revised based
on the new rate for Costa Mesa Disposal and was provided as a handout at the
meeting.
Director Ferryman motioned to approve the Consent Calendar as revised.
Director Perry seconded. Motion carried 4 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling The Minutes of the Recycling Committee Meeting
Committee Meeting, of July 13, 2004, were approved as distributed.
July 13, 2004
Minutes of Regular The Minutes of the Regular Meeting of July 14,
Meeting, 2004, were approved as revised.
July 14, 2004
Minutes of Special The Minutes of the Special Meeting of July 26,
Meeting, 2004, were approved as distributed.
July 26, 2004
MANAGER'S REPORTS
Refunds There were no refunds requested for the month of
July 2004.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,191.55 increase of 25 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of August 1, 2004.
August 2004 Therefore, the total for August is 21,172.
Board directed Staff to prepare a warrant for
$188,191.55 to Costa Mesa Disposal on September
1, 2004, for payment for August trash collection
based on the August count of 21,172.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for July 2004 was
Control Board (RWQCB) accepted as submitted. 0
COSTA MESA SANITARY DISTRICT
u - MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 3
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated August 2004, was
accepted as submitted.
TREASURER'S REPORTS
Financial Report as of July The Financial Report as of July 31, 2004 was
31, 2004 accepted as submitted.
Report of Monies on The Report of Monies on Deposit as of July 31,
Deposit as of 2004 was received and filed.
July 31, 2004
Warrant 2005 -02 for Warrant Resolution #CMSD 2005 -02 was
August 2004 in the approved, authorizing the President and Secretary
amount of $629,203.43 to sign the warrant thereby approving payments
shown thereon to be paid and ratifying payments
shown thereon that were paid by the Treasurer
under her authority, in the total amount of
$629,203.43.
Directors Expenses for the Director Expenses for the Month of July 2004 were
Month of July 2004 ratified as follows:
Director Ferryman: $510.00
Director Perry: $1020.00
President Schafer: 1020.00 + $11.25
Vice President Woodside: $510.00
Director Worthington: $1020.00
.......................... END OF CONSENT CALENDAR ..........................
PUBLIC HEARING - CONSIDERATION OF ANNUAL TRASH
COLLECTION CHARGES TO BE COLLECTED WITH THE
GENERAL TAXES
PRESENTATION OF REPORT
Mr. Burns gave a brief overview outlining the process for consideration of annual
trash collection charges, explaining Proposition 218 procedural rules will be
followed for the proposed increase.
COSTA MESA SANITARY DISTRICT
4�
4 : MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 4
Mr. Burns read the procedural rules and findings necessary to comply with •
Proposition 218.
1. Revenues derived from the fee or charge must not exceed the funds
required to provide the property related service.
2. Revenue from the fee or charge must not be used for any purpose other
than that for which the fee or charge is imposed.
3. The amount of a fee or charge imposed upon a parcel or person as an
incident of property ownership must not exceed the proportional cost of the
service attributable to the parcel.
4. The fee or charge may not be imposed for service unless the service is
actually used by, or immediately available to, the owner of the property in
question.
Fees or charges based on potential or future use or service are not
permitted. Standby charges must be classified as assessments and must
not be imposed without compliance with the proportionality requirements.
5. No fee or charge can be imposed for general governmental services such as
police, fire, ambulance, or libraries, where the service is available to the
public in substantially the same manner as it is to property owners.
Mr. Hamers presented a report on trash collection charges for 2004 -05 showing his
review of the proposed rate of $225.86 per dwelling unit for the 04/05 annual trash
collection charge. The proposed increases would fund contractual rate increases
for the independent contractors employed for trash collection, recycling, and landfill
operations and fund normal inflationary increases in the solid waste operating
costs. The charge meets the substantive requirements of Proposition 218 as
follows:
1. Revenues derived from the fee or charge do not exceed the funds required
to provide the trash collection service. The charges are calculated by adding
together the cost of components necessary to provide the service and then
apportioning this to those receiving trash collection service. No components
other than those directly related to providing service are used to establish
rates. The components include trash collection, recycling, education and
special programs, and administration.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
-''`- PAGE 5
2. Revenue from the fee or charge is not used for any purpose other than for
which the fee or charge is imposed. The revenue issued only for the
components of providing trash collection service as outlined in Paragraph 1
above and as identified in the District's yearly budget.
3. The amount of a fee or charge imposed upon any parcel or person as an
incident of property ownership does not exceed the proportional cost of the
service attributable to the parcel. The amount of the yearly charge is
determined by dividing the cost of all the components of providing the
service by the number of parcels receiving service, as the vast majority of
parcels produce an approximately equal amount of solid waste and all
parcels enjoy the benefits of the public education and have an opportunity to
participate in the special programs.
4. The fee or charge is not imposed for service unless the service is actually
used by, or immediately available to, the owner of the property in question.
Properties not receiving trash collection service or that receive service from
is other entities providing trash collection, are not charged.
5. No fee or charge is being imposed for general governmental services such
as police, fire, ambulance, or libraries, but is only imposed for trash
collection services. The District provides only trash collection and sewer
service and charges collected for trash collection are used only for that
purpose.
Mr. Hamers stated he determined the rate increase is made necessary due to the
increase in costs of providing special recycling programs as well as the contractual
agreement to contractors regarding the Consumer Price Index increase.
President Schafer verified from Joan Revak, Board Secretary/Program Manager,
that all required notices were duly published.
Ms. Revak reported the District received one (1) written protest to date from a total
of 17,567 parcels notified.
OPEN PUBLIC HEARING
President Schafer opened the public hearing, requesting each speaker to limit
their comments to three minutes and advising participants that, by law, only a
written protest will count.
COSTA MESA SANITARY DISTRICT
} MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004 ,
PAGE 6
Mr. Walter Richardson, 486 Broadway, Costa Mesa, spoke stating he was very
happy with the District's service.
Mr. Martin Millard, 2973 Harbor Blvd., Costa Mesa, spoke and filed a written
protest of the increase.
CLOSE PUBLIC HEARING
President Schafer closed the public hearing.
DETERMINATION REGARDING PROTESTS
President Schafer directed Ms. Revak, Board Secretary/Program Manager, to tally
the number of protests. Ms. Revak reported there were two (2) protests filed out of
a total of 17,567 parcels.
President Schafer determined the protest failed.
RESOLUTION NO. 2005 -694 CONFIRMING AND ADOPTING THE REPORT
Director Ferryman motioned to adopt Resolution No. 2005 -694, A RESOLUTION
OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY
DISTRICT OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A
MAJORITY PROTEST DID NOT OCCUR WITH RESPECT TO THE
PROPOSED CHARGES FOR TRASH COLLECTION ADOPTING THE REPORT
ON FILE WITH THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK
TO FILE THE REPORT WITH THE AUDITOR. Director Perry seconded. Motion
carried 4 -0.
PUBLIC HEARING — CONSIDERATION OF ANNUAL LIQUID WASTE
CHARGES TO BE COLLECTED WITH THE GENERAL TAXES
PRESENTATION OF REPORT
Mr. Burns reported that Proposition 218 imposes both substantive and procedural
requirements on the District with respect to increasing any fees. The District Staff is
unsure as to whether Proposition 218 applies to the sewer rates, but has
determined to comply with Proposition 218 out of an excess of caution. Regarding
the substantive provisions of Proposition 218, the law provides that each property -
related fee must meet the following test:
1. Revenues derived from the fee or charge must not exceed the funds
required to provide the property related service. 0
2. Revenue from the fee or charge must not be used for any purpose other
than that for which the fee or charge is imposed.
COSTA MESA SANITARY DISTRICT
u c MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 7
3. The amount of a fee or charge imposed u on an parcel or person as an
9 P P YP P
incident of property ownership must not exceed the proportional cost of the
service attributable to the parcel.
4. The fee or charge may not be imposed for service unless the service is
actually used by, or immediately available to, the owner of the property in
question.
Fees or charges based on potential or future use or service are not
permitted. Standby charges must be classified as assessments and must
not be imposed without compliance with the proportionality requirements.
5. No fee or charge can be imposed for general governmental services such as
police, fire, ambulance, or libraries, where the service is available to the
public in substantially the same manner as it is to property owners.
Mr. Hamers presented a brief synopsis on liquid waste disposal charges for 2004-
05. Mr. Hamers outlined how the charges for liquid waste disposal meet the
requirements of Proposition 218 as follows:
1. Revenues derived from the annual sewer fee charges do not exceed the
funds required to provide the sewer service. The charges are calculated by
adding together the costs of all the components of providing the service and
then apportioning the required funds to each of the properties connected to
the system. The components of providing the service include the yearly
capital replacement projects, the maintenance and operation costs of
maintaining the system and administration costs.
2. Revenue from the fee or charge is not used for any purpose other than for
which the fee or charge is imposed. No funds collected from the charges
are used for expansion or augmentation to the sewer system, only the
purposes ad designated in the applicable statutes. Similarly, no funds
derived from the charges are used for solid waste collection, recycling, or
administration thereof.
3. The amount of a fee or charge imposed upon any parcel or person as an
incident of property ownership does not exceed the proportional cost of the
service attributable to the parcel. Each parcel connected to the system falls
into a property category type, which has a related estimated maximum
sewer flow. The maximum estimated sewer flow is based on actual flow
metering tests along with flow rates calculated and established by other
sewer agencies.
COSTA MESA SANITARY DISTRICT
u MINUTES OF BOARD OF DIRECTOI7S REGULAR MEETING
AUGUST 12, 2004
PAGE 8
The total estimated maximum sewer flows and acres of property developed
are used to determine the funding contribution from each property category
type. Each individual parcel, based on the actual number of residential units
or commercial /industrial /other square footage, is assigned its proportional
share of the required funds of each property category type. Therefore, each
property contributes its proportional share.
4. The fee or charge is not imposed for service unless the service is actually
used by, or immediately available to, the owner of the property in question.
Properties are only charged if they are physically connected to the sewer
system. Vacant land or properties with storage or other buildings not
receiving sewer service are not charged.
5. No fee or charge is imposed for general governmental services such as
police, fire, ambulance, or libraries, but is only imposed for sewer services.
The District provides only trash collection and sewer service and all fees
collected as sewer charges are used only for related expenses.
President Schafer verified from Joan Revak, Board Secretary/Program Manager,
that all required notices were duly published. 0
Ms. Revak reported the District received one 1 written protest to date from a total
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of 24,848 parcels notified.
OPEN PUBLIC HEARING
President Schafer opened the public hearing, requesting each speaker to limit
their protest to three minutes and advising participants that, by law, only a written
protest will count.
Mr. Martin Millard, 2973 Harbor Blvd., Costa Mesa, spoke and filed a written
protest of the increase.
CLOSE PUBLIC HEARING
President Schafer closed the public hearing.
DETERMINATION REGARDING PROTESTS
President Schafer directed Ms. Revak, Board Secretary/Program Manager, to tally
the number of protests. Ms. Revak reported there was one (1) written protest filed
out of a total of 24,848 parcels. 0
President Schafer determined the P rotest failed.
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COSTA MESA SANITARY DISTRICT
u - MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
- AUGUST 12, 2004
PAGE 9
RESOLUTION NO. 2005 -695 CONFIRMING AND ADOPTING THE REPORT
Director Perry motioned to adopt RESOLUTION NO. 2005 -695, A RESOLUTION
OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A MAJORITY
PROTEST DID NOT OCCUR WITH RESPECT TO THE PROPOSED USER FEE
FOR LIQUID WASTE DISPOSAL AND ADOPTING THE REPORT ON FILE WITH
THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK TO FILE THE
REPORT WITH THE AUDITOR and to adopt the rates shown in the Engineer's
Report as follows:
Single Family Residence per unit per year
$29.05
Multi Family Residence per unit per year
$22.37
Commercial per 1000 sq ft per year
$16.90
Industrial per 1000 sq ft per year
$49.78
"Other" per 1000 sq ft per year
$14.97
Director Worthington seconded. Motion carried 4 -0.
WRITTEN COMMUNICATIONS
Ms. Revak reported there was one written communication received, dated May
10, 2004 from Mrs. Sherrilynne Dangl, Kaiser Elementary School, thanking
Director Worthington and Mr. Fauth for their presentation to the school.
PUBLIC COMMENTS
Mr. Martin Millard requested a copy of the agenda packet.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
Mr. Hamers presented the police report from June through July 2004.
Location Calls for Service Cite /Arrest
Area 1
2
3
Area II
6
3
Area III
7
1
Area IV
0
0
TOTAL
15
7
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004 ,
PAGE 10
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Shef reported he was on vacation for a portion of July. A report for July
will be included with the August report.
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.
SEPARATION OF DISTRICT FROM CITY
SECOND DRAFT OF CITY OF COSTA MESA/CMSD AGREEMENT
Mr. Burns reported recently receiving a draft from Ms. Lynn Nguyen. A
full report will be presented after Staff reviews the document.
TENANT IMPROVEMENTS
CHANGE ORDERS TO CIRKS CONSTRUCTION CONTRACT 0
Mr. Fauth provided a matrix depicting the District Headquarters
Tenant Improvement update. There were 28 items listed with the
cost and reason for each change order item. The first ten items
were approved during the Special Board Meeting of 7- 26 -04. Mr.
Fauth reported three of the listed items (19, 21, and 22) are no
longer required.
Directors Perry Ferryman and Worthington requested a second
opinion be obtained on the change order items.
LAWN CARE AGREEMENT
Mr. Fauth requested bids from three vendors and has received only
one response to date. Mr. Fauth is anticipating responses from the
other two vendors.
MOVING COMPANY AGREEMENT
Mr. Fauth reported he received three competitive bids for moving
services. Mr. Fauth is attempting to arrange the move for September
9, 10, and 11. Mr. Fauth will review the bids and make a determination
as to which company to use.
COSTA MESA SANITARY DISTRICT
u ° MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
- a
AUGUST 12, 2004
PAGE 11
HEADQUARTERS SECURITY AGREEMENT
Mr. Fauth received three bids for security services. Staff is reviewing
the bids.
CENTSIBLE TILE AGREEMENT
Mr. Fauth received a bid from Centsible Tile for $22,500. Mr. Fauth
revised the work to be done and the bid is now $14,000. Mr. Fauth
faxed the agreement to Centsible tile and is anticipating their response.
Director Ferryman motioned to approve the agreement with Centsible
Tile. Director Worthington seconded. Motion carried 4 -0.
CARPETING AGREEMENT
Mr. Fauth reported he has not yet finalized the carpeting agreement.
The amount is approximately $19,000. Director Ferryman motioned to
ratify the agreement. Director Perry seconded. Motion carried 4 -0.
RECYCLING REPORTS
. WASTE DIVERSION REPORT — .JULY 2004
Ms. Revak reported the report had not yet been received from CR
Transfer. Item continued to the August regular meeting.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR JULY 2004 SERVICES
Director Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of July 2004, in the amount of
$186,712.29, subject to verification of the diversion report. Director
Ferryman seconded. Motion carried 4 -0.
COSTA MESA DISPOSAL REQUEST FOR FULLY - AUTOMATED SERVICE AND
PRESENTATION OF MASTER PLAN
AD HOC COMMITTEE MEETING — JULY 27, 2004
Mr. Hamers reported an Ad Hoc meeting was held on July 27, 2004. An
additional meeting has been set for August 17, 2004 to continue
discussions. A Special Board meeting will be set upon completion of the Ad
Hoc Committee meetings.
COSTA MESA SANITARY DISTRICT
u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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AUGUST 12, 2004
PACE 12
CITY COUNCIL MEETING - AUGUST 2, 2004
Mr. Hamers reported the City Council voted to move forward with a franchise
fee to commercial haulers in the City as well as the Costa Mesa Sanitary
District as a residential hauler.
Mr. Hamers reported the City has included a provision in the City /District
separation agreement that the District pay 5 percent of the gross revenue to
the City of Costa Mesa. Mr. Hamers reported the City does not have the
authority to impose a fee on the District.
Mr. Hamers expressed his concern that the City will be adding an additional
7 percent charge to the already high commercial trash rates in the City
without doing a study of commercial trash rates.
Mr. Hamers suggested that the Board direct Staff to do an additional study
of the commercial rates. Mr. Hamers stated that while a franchise rate for
commercial haulers is appropriate, a study should be performed first to
determine area rates and services.
Mr. Hamers has set up a meeting with Mr. Alan Roeder and suggested that
Mr. Burns meet with Mr. Tom Wood, Acting City Attorney.
Director Worthington motioned to direct Staff to investigate commercial
hauler rates. Director Ferryman seconded. Motion carried 4 -0.
Mr. Martin Millard left the meeting at 7:25 p.m.
RECYCLING COMMITTEE - TUESDAY, AUGUST 10, 2004 - 9:00 A.M., CRA A
DIRECTORS WORTHINGTON AND PERRY
STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Worthington reported he is anticipating a phone call from Ms.
Garland regarding scheduling the schools for the public outreach programs.
LARGE ITEM COLLECTION PROGRAM
Director Worthington reported the Large Item Collection Program will
conclude on September 1, 2004. As of July 30, 2004, 335.30 tons have
been landfilled at a total cost of $7,374.50. Recyclable white goods
collected during this period totaled 75.46 tons, amounting to a credit of
$5,924.31 ($78.50 /ton) and a net cost to date of $1,450.19.
- COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 13
FALCON WATER -FREE FIXTURES
Director Worthington reported there will be a Falcon water -free fixture
installed on the second floor of the District headquarters building.
MINI - TELEPHONE BOOK PROGRAM (YELLOW PAGES)
The Mini Telephone Book Recycling Program will run from August 9, 2004
through September 20, 2004. Collection bins will be located in front of City
Hall and at the Orange Coast College Recycling Center.
VARIABLE RATE STRUCTURE FOR TRASH COLLECTION PROGRAM
Director Worthington reported the Committee discussed the Variable Rate
Structure for trash collection.
BATTERY RECYCLING UPDATE
Director Worthington presented a report from Mathew Mincer, intern,
regarding recycling batteries.
Staff will deliver a Costa Mesa Sanitary District video to Mr. Richardson.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS - (WDR)
GENERAL UPDATE
Mr. Hamers reported the City of Stanton was fined $30,000, Mr. Hamers
reported the Costa Mesa Sanitary District is still in high standing with the
Regional Water Quality Control Board.
Mr. Hamers presented a letter from Gerald J. Thibeault, Executive Officer,
California Environmental Protection Agency, dated August 4, 2004. The
letter is a request for a status report on the capacity assurance and sewer
system rehabilitation plans required under general waste discharge
requirements for sewage collection agencies in Orange County, Order No.
R8- 2002 -0014
Mr. Hamers will respond to the letter by September 15, 2004.
Mr. Hamers reported he and Mr. Fauth met with the FOG consultant and
will be bringing a year -two agreement to the Board in September.
COSTA MESA SANITARY DISTRICT �.
u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 14
OCSD COOPERATIVE PROJECTS GRANT PROGRAM
Mr. Hamers reported Staff submitted a Cooperatives Projects Grant for
$621,000 to televise the entire system plus manhole assessment requesting
50% matching funds — a $320,000 grant, if approved.
TREASURER'S REPORTS
RESOLUTION NO. 2005 -696 ADOPTING A BUDGET FOR THE FISCAL YEAR 2004-
2005
Ms. Davis presented Resolution No. 2005 -696, A RESOLUTION OF THE
BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
ADOPTING A BUDGET FOR THE FISCAL YEAR 2004 -05.
Mr. Hamers provided a brief review of the budget.
Director Perry motioned to adopt Resolution No. 2005 -696. Director
Ferryman seconded. Motion carried 4 -0.
ATTORNEY'S REPORTS 0
RESOLUTION NO. 2005 -692 - ORDERING THAT PUBLICATION OF ORDINANCE NO.
46 MEMORIALIZING THE DISTRICT'S COMPLIANCE WITH THE REGIONAL WATER
QUALITY CONTROL BOARD'S WASTE DISCHARGE ORDER HAS OCCURRED.
Mr. Burns presented Resolution 2005 -692, A RESOLUTION OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING
THAT PUBLICATION OF ORDINANCE NO. 46 MEMORALIZING THE
DISTRICT'S COMPLIANCE WITH THE REGIONAL WATER QUALITY
CONTROL BOARD'S WASTE DISCHARGE ORDER HAS OCCURRED.
Director Perry motioned to adopt Resolution 2005 -692. Director Worthington
seconded. Motion carried 4 -0.
RESOLUTION NO. 2005 -693 - ORDERING THAT PUBLICATION OF ORDINANCE NO.
47 ESTABLISHING PROCEDURES FOR PAYMENTS HAS OCCURRED
Mr. Burns introduced Resolution No. 2005 -693, A RESOLUTION OF THE
BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
ORDERING THAT PUBLICATION OF ORDINANCE NO. 47 ESTABLISHING
PROCEDURES FOR PAYMENTS HAS OCCURRED.
Director Ferryman motioned to adopt Resolution 2005 -693. Director Perry
seconded. Motion carried 4 -0.
COSTA MESA SANITARY DISTRICT
' u . MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 15
SERVICE AGREEMENT FOR COLLECTION OF HOUSEHOLD HAZARDOUS WASTE WITH
CURBSIDE, INC.
Mr. Burns presented the service agreement with Curbside Inc.
Director Ferryman motioned to approve the agreement with Curbside Inc.
Director Perry seconded. Motion carried 4 -0.
UPDATE ON CONFLICT OF INTEREST LAWS, GOVERNMENT CODE 84308
Mr. Burns provided an update on Government Code Section 84308. The rule
basically disqualifies a person who is appointed to a body from voting or
taking action on a licensing, permit, or other entitlement matter involving a
party who has given that person $250 or more as a contribution (including
political contributions) within the past 12 months. Furthermore, such a person
may not accept such a contribution for three months after rendering such a
decision. Mr. Burns determined this would not apply to the Board's actions as
a Director of The Costa Mesa Sanitary District, but would apply to an
appointed position on other bodies such as the Orange County Sanitation
District, LAFCO, or Orange County Flood Control.
• LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - JULY 21, 2004 (DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following:
■ 3 items discussed in closed session
■ Blake Anderson to undergo bypass surgery
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the August 3, 2004, ISDOC meeting and reported
the following:
• Evaluation of Quarterly Meeting
• September 30th Quarterly meeting with Chuck Smith and Moulton
Niguel Water District as presenters.
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
President Schafer attended the August 11, 2004, LAFCO meeting and
reported the following:
COSTA MESA SANITARY DISTRICT
f'
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004 .
PAGE 16
• Announced new CEO for LAFCO — Joyce Crosthwaite
• Sunflower /Fairview annexation to the Costa Mesa Sanitary District.
Consideration of annexation of 103.5 acres of territory located in the
City of Costa Mesa to Costa Mesa Sanitary District for the purposes of
extending local sewer services to various existing and proposed
commercial industrial and residential uses.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer attended the July 16, 2004, CSDA meeting and reported
the following:
• Reports presented
• Discussed September Annual CSDA Conference on September 27 -
30, 2004
• Governor's budget
• President Schafer up for reelection
SPECIAL DISTRICT PUBLIC EDUCATION PROGRAM
President Schafer presented a contribution form from CSDA for Special
District Public Education. 0
Director Perry motioned to contribute $50 for the Special District Public
Education Program. Director Worthington seconded. Motion carried 4 -0.
CALIFORNIA ASSOCIATION OF SANITATION AGENCIES 2005 ANNUAL CONFERENCE
MONTEREY - AUGUST 4 -7 (DIRECTORS SCHAFER, PERRY, AND WORTHINGTON)
President Schafer provided a written summary of the Conference.
Director Perry provided a brief report highlighting information given on
contractors and ADA.
Director Worthington provided a brief report and discussed the addition of
roots — FROG, to their sewer backup discussions.
Director Worthington reported they received a great deal of information on
biosolids.
Director Worthington reported discussions were held regarding the
televising of sewers and notification to homeowners of potential root
problems. Additional discussion held regarding requiring an examination
of sewer lines on homes older than 25 years as a component of escrow.
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+ >� > COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
AUGUST 12, 2004
PAGE 17
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Ferryman's dinner for the Rangels was greatly appreciated by the
Directors and Staff.
A card for Bruce Mattern was circulated through the meeting for Board members
to sign.
ADJOURNMENT
At 8:10 p.m., President Schafer adjourned the meeting.
SECRETARY
PRESIDENT
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING
SEPTEMBER 2, 2004
The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed
Special Meeting on Thursday, September 2, 2004 at 6:00 p.m., in Conference Room 1A
at the Civic Center, 77 Fair Drive, Costa Mesa.
Directors Present: Arlene Schafer, Greg Woodside, Jim Ferryman, Arthur Perry,
Dan Worthington
Staff Present: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth,
Assistant Manager; Joan Revak, Board Secretary/Program
Manager; Alan Burns, Legal Counsel; Wendy Davis, District
Treasurer; Sherry Kallab, Accountant
Others Present: David Ronnenberg and Dan Otting, Representing Costa Mesa
Disposal and CR &R, 11282 Western Avenue, Stanton,
California
I. Public Comments
There were no public comments made.
II. Authorization for Costa Mesa Disposal (CMD) to Begin Fully Automated
Trash Collection
David Ronnenberg of CR &R and CMD gave a power point presentation showing the
history, staffing and services being provided by the companies.
Mr. Hamers presented background on the conversion to fully automated trash
collection. At a Special CMSD Board of Directors meeting on March 29, 2004 a
commitment was made by Costa Mesa Disposal to convert the semi - automated
collection system to fully automated collection, along with providing the comprehensive
services available from CR &R at no cost to the District. A letter dated July 1, 2004
reiterated Costa Mesa Disposal's commitment to provide fully automated service for the
District at no cost, and at a CMSD Ad Hoc Committee meeting on August 17, 2004,
David Ronnenberg again made this commitment.
'Protecting our communitV's Iivaft(I liY dfld saver' coffection, scrviccs.
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Costa Mesa Sanitary District
Minutes of Special Meeting Held September 2. 2004
Page 2
Mr. Harriers outlined the benefits of a fully automated trash collection program. An Ad
Hoc Committee was previously formed to discuss and make recommendations to the
Board of Directors. The Committee recommends conversion to a fully automated
collection program with special consideration of two items: implementing a variable rate
structure and how to handle trash left outside the containers. District ordinances will
require revision.
Benefits to each party of the conversion to fully automated collection include:
Benefits to Costa Mesa Disposal, Inc.
• Conversion to fully automated collection allows the Sanitary District's program to
be consistent with the other agencies served by CR &R.
• Fully automated collection is faster, more efficient, and safer for the drivers,
resulting in greater worker satisfaction.
• Worker's compensation costs are greatly reduced.
• Labor intensity is greatly reduced eliminating man hours required to perform the
collection which should result in decreased labor costs.
Benefits to the Costa Mesa Sanitary District
• Fully automated collection is safer for local traffic because the driver is not
exiting the truck in the street.
Fully automated service is safer for pedestrians and bicycle riders because the
trucks will be spending less time on each street.
The savings in worker's compensation and labor costs of converting to fully
automated collection allows Costa Mesa Disposal to offer the service and a
complete support program at no cost to the District and possibly lower future
rates.
Director Ferryman motioned to approve implementation of a fully automated trash
collection program beginning October 1, 2004, subject to a representative of Costa
Mesa Disposal , CR Transfer and CR &R signing Agreement (Exhibit "A "); with a formal
agreement prepared by District Counsel to be expeditiously processed by both parties.
Director Worthington seconded the motion.
Costa Mesa Disposal will provide a map indicating areas in the District where fully
automated service may not be possible
4),otecting ourcommun.ity's keaftk Fry prvvidng soWwaste a ndsewercollfection services.
costa mesasanitarydistrict. org
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Costa Mesa Sanitary District
Minutes of Special Meeting Held September 2. 2004
Page 3
The Ad Hoc Committee will meet two weeks after commencement of the program to
evaluate the program and to further investigate how to handle trash left outside the
containers and implementing a variable rate structure.
President Schafer adjourned the meeting at 6:56 p.m.
Secretary
President
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costamesasanitarydistrict. org
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DIST ICT
*POBATEO�
... an Independent SpeciaC Di strict
Memorandum
To: Board of Directors
From: Debbie Bjornson, Permit Processing Specialist
Date: September 2, 2004
Subject: REFUND REQUEST FOR BOARD APPROVAL
There are no refund requests for the month of August 2004.
0
Thomas A. Fauth Debbie Bjornson
Assistant Manager Permit Processing Specialist
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