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Agenda Packets - Board - 2004-10-14I. II. III. IV. costa mesa sa tars District ... an Independent Special District AGENDA Arlene Schafer President Greg Woodside Vice President Art Perry Director 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 - Thursday, October 14, 2004 RECOMMENDED ACTION CALL TO ORDER —6:00 p.m. — 628 W. 191h Street, Costa Mesa PLEDGE OF ALLEGIANCE — Director Ferryman INVOCATION — Director Woodside 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 — September 7, 2004 2. Investment Oversight Committee Meeting — September 8, 2004 3. Regular Meeting — September 8, 2004 (Protecting our community's health 6y providing solid waste and sewer colkction services. costamesasanitarydistrict. org Costa Mesa Sanitaq District AGENDA 4. Special Meeting — October 4, 2004 Manager's Reports 5. Refunds 6. Occupancy Report and payment to Costa Mesa Disposal — October 2004 7. Monthly Spill Report to Regional Water Quality Control Board (RWQCB) Engineer's Reports 8. Project Status Report 9. Safety /Loss Control Meeting Minutes — September 28, 2004 Treasurer's Reports 10. Financial Report as of September 30, 2004 cmtwv 11 Treasurer's Report as of September 30, 2004 a4XLIk4. 12. Warrant Register for October 2004 in the amount of $515,489.08 13. Directors' Compensation and Reimbursement of Expenses for the Month of September 2004 ----------------------- - - - - -- -END OF CONSENT CALENDAR -- VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. COMMENTS FROM CITY MANAGER ON NEW CITY /DISTRICT AGREEMENT AND PROPOSED FRANCHISE FEE October 14, 2004 Page 2 RECOMMENDED ACTION Approve Approve Receive and File Receive and File Receive and File Accept Report Receive and File Ratify Payments Approve Compensation and Ratify Expenses A. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBSECTION C TO DISCUSS ANTICIPATED LITIGATION WITH LEGAL COUNSEL (1 CASE) IX. MANAGER'S REPORTS Accept Comments A. Anti - Scavenging and Screening of Trash Containers Enforcement Reports Consider B. CMSD Strategic Plan 1. Year 2003/2004 Action Items Receive and File Protecting our community's health 6y providing solid waste and sewer collection services. costamesasanitaryd►strict. org Costa Mesa. Sanitary District AGENDA 2. Separation of District from City . a. Tenant Improvements vNfi d �. 1) Change Orders to Cirks Construction Contract C. Recycling Reports 1. Waste Diversion Report — September 2004 D. Contract Payment to CR Transfer for recycling services and disposal 1. Payment for September 2004 Services E. Costa Mesa Disposal Request for Fully- Automated Service 1. Special Meeting — September 2, 2004 F. Recycling Committee — Tuesday, October 7, 2004 — 9:00 a.m., CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Worthington and Schafer) October 14, 2004 Page 3 RECOMMENDED ACTION Update Ratify Receive and File Approve Subject to Verification of Diversion Report by Staff Consider Follow -up Action 1. Strategic Planning 2003 -2004 - Public Outreach — Classroom Update on Schedule Recycling Projects /2. Mini - Telephone Book Program (Yellow Pages) Accept Report 1"3 3. Used Tire Round Up — Saturday, October 23, 2004 0�1 �� ,t�� Accept Report 4. Public Restrooms Update X. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) 1. General Update Verbal Report from Manager and Attorney B. Report on Emergency or Non -Bid Sewer Work 11/47 Accept Report XI. TREASURER'S REPORTS A. Update on Springbrook Financial Software Verbal Report B. Treasurer's Bond —K " , Receive & File ftotecting our community's health by providing solid waste and sewer collection services. costamesasanitarydiso ict. org Costa Mes,'a. Sanjtar� District October 14, 2004 AGENDA Page 4 RECOMMENDED ACTION XII. ATTORNEY'S REPORTS A. Proposition 59 on November 2, 2004 Ballot ` ' Verbal Report XIII. LOCAL MEETINGS G/0 0 A. Orange County Sanitation District (OCSD) /V0 k—W o — 1. Regular Meeting — September 22, 2004 (Director Ferryman) ICY T , Accept Report B. Santa Ana River Flood Protection Agency 1. Meeting — September 23, 2004 (Director Perry) C. Independent Special Districts of Orange County (ISDOC) D. Local Agency Formation Commission (LAFCO) E. California Special Districts Association (CSDA) 1. Conference — September 27 -30, 2004 (President Schafer and Director Worthington) 2. Resolution No. 2005 -697 Supporting Proposition 1A XIV. OLD BUSINESS XV. NEW BUSINESS Accept Report Accept Report Consider Accept Report Consider /Adopt A. Strategic Planning Workshop — Year 2005 �� 0�� a,� % FA4 Vr Consider Dates OR B. Status of Fall 2004 Newsletter �'a� >F�j Verbal Report XVI. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVII. ADJOURNMENT Protecting our community's health by providing solid waste and sewer colrection services. costamesasanitarydistrict. org i 0 COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING SEPTEMBER 7, 2004 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 1 A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Greg Woodside Staff Present: Rob Hamers, Tom Fauth, Joan Revak Director Worthington called the meeting to order at 9:30 a. m. STRATEGIC PLANNING 2004 — PUBLIC OUTREACH — CLASSROOM RECYCLING PROJECTS The Committee discussed future public outreach classroom recycling projects and will approach the private schools on presenting the District's program in their classrooms. LARGE ITEM COLLECTION PROGRAM Ms. Revak reported the Large Item Collection Program concluded on September 3, 2004 and presented a report on the results. A total of 543.66 tons were landfilled at a cost of $11,958.42. Recyclable White Goods collected during this period totaled 169.00 tons, amounting to a credit of $15,724.69 ($93.04 /ton) and a net profit of $3,766.27. Ms. Revak also presented a comparison of the 2002, 2003 and 2004 programs and a historical perspective from the programs inception in 1997 through year 2004. MINI - TELEPHONE BOOK PROGRAM (YELLOW PAGES) Ms. Revak reported the Mini Telephone Book Recycling Program is 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. ftotecting our community's health by providing solid waste and sewer collection services. costamesasanitarydistrict. org PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 10:22 a.m. Secretary Costa Mesa Sanitary District Minutes of Recycling Committee Meeting September 7, 2004 Page 2 President cl�,otecting our community's health 6y providing solid waste and sewer° co`Cection services. costamesasanitarydistrict.. org 0 • • • • • �S.SANIr,��y o♦ f yc0'PPOR A��`A COSTA MESA SANITARY DISTRICT MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING SEPTEMBER 8, 2004 CALL TO ORDER Director Schafer called the meeting to order at 5:00 p.m. ROLL CALL Committee Members Present: President Arlene Schafer (rotating committee member) Director Jim Ferryman (rotating committee member) Mr. Rob Hamers, District Manager Committee Members Absent: None I Staff Members Present: Mr. Tom Fauth, Assistant Manager Ms. Joan Revak, Board Secretary/Program Manager Ms. Wendy Davis, Treasurer Ms. Sherry Kallab, Accountant TREASURER'S REPORT FOR THE MONTH ENDED August 31, 2004 Ms. Davis presented the Treasurer's Report and discussed the recent investing activity. Discussion followed. NEW BUSINESS CMSD FINANCIAL STATEMENTS Ms. Davis stated that she would like to further update the Statement of Investment Policy once the new financial software is up and running. The update would include the new internal controls based on the new software as well as further limiting the types of investments the District may purchase. OPEN DISCUSSION During the open discussion President Schafer questioned the violation of the 20% liquidity policy as stated on the August Treasurer's Report under "Compliance Reporting ". Ms. Davis stated that this situation occurred in June as a result of the purchase of the new building. If there were a need to sell a security prior to maturity, the District would not lose any principal or accrued interest. There were no other items discussed. ADJOURNMENT The meeting adjourned at 5:58 p.m. Approved by: Secretary, Costa Mesa Sanitary District Board of Directors President, Costa Mesa Sanitary District Board of Directors E 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. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: President Schafer called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance Director Woodside gave the invocation. Arlene Schafer, Greg Woodside, Art Perry, James Ferryman, Dan Worthington 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 COSTA MESA SANITARY DISTRICT r" 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 The Minutes of the Recycling Committee Meeting Committee Meeting, of August 10, 2004, were approved as distributed. August 10, 2004 Minutes of Regular The Minutes of the Regular Meeting of August 12, Meeting, 2004, were approved as distributed. August 12, 2004 Minutes of Special The Minutes of the Special Meeting of September Meeting, 2, 2004, were approved as distributed. September 2, 2004 MANAGER'S REPORTS Refunds 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. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER S, 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 r 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 5 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for July and ending August 21, 2004. Mr. Shef's 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. • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 8, 2004 PAGE S 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. TENANT IMPROVEMENTS 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. Chan a 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 COSTA MESA SANITARY DISTRICT AA + ` 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 =_ 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., CRA A 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. COSTA MESA SANITARY DISTRICT ►u f' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 8, 2004 PAGES 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. Hamers 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 0 COSTA MESA SANITARY DISTRICT y r MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 8, 2004 0 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. Hamers 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 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 r MINUTES OF BOARD OF DIRECTORS REGULAR MEETING I SEPTEMBER S, 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 30th 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 116 • 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. 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 8, 2004 0 PAGE 11 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. SECRETARY PRESIDENT .w COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING OCTOBER 4, 2004 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on Monday, October 4, 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; Debbie Bjornson, Permit Processing Specialist; Gerry Vasquez, Maintenance Supervisor Others Present: John Shaffer and Jim Kolk, Representing Environmental Engineering & Contracting, Inc., 501 Parkcenter Drive, Santa Ana, CA 92706 Waste Discharge Requirements (WDR) Mr. Hamers provided a review of the Regional Water Quality Control Board's Waste Discharge Requirements, including the requirement for the adoption of a grease control program by the Sanitary District and other agencies tributary to the Orange County Sanitation District by December 30, 2004. Mr. Hamers reviewed CMSD Project #172, the fats, oils, and grease (FOG) study performed by Environmental Engineering and Contracting, Inc. (EEC) for the Sanitary District and how it provides a basis for the grease control program. Mr. Hamers introduced John Shaffer and Jim Kolk of EEC and explained the CMSD Staff's recommendation that the Board consider EEC's proposal to provide first year services for program development, program management, and inspections for the CMSD program. Mr. Hamers also recommended the Board consider Attorney Alan Burns' analysis of the WDR, the existing CMSD grease control ordinance, and the EEC proposal. Mr. Burns responded to President Schafer's request and gave a brief review of the options available to the Board. Mr. Shaffer and Mr. Kolk then gave a powerpoint presentation of the EEC proposal. f'rotccting our community's ficafth 6y prowi i so Ii f v.,aste and�setuer co(kction seroices. costa mcsasan.itaiydistrict. oig Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held October 4. 2004 After questions and answers, motion made by Director Perry, seconded by Director Ferryman to approve EEC proposal dated August 30, 2004 for first year services in the amount of $142, 279 subject to 1) Staff preparing a standard professional services agreement for signature by both parties, 2) a Special Meeting shall be held for Board approval of program parameters and documents prior to the continuation of services by EEC, and 3) as requested by Director Ferryman, to include the analysis of establishing financing for small food service establishments faced with having to install a grease interceptor. Motion carried 5 -0. II. Trash Collection Program Mr. Hamers reviewed a memorandum dated September 28, 2004 to the Board of Directors analyzing the components of a comprehensive variable rate trash collection program and a simplified variable rate program. Mr. Hamers reviewed the extensive time required of Staff, the District's ordinance enforcement officer, and Costa Mesa Disposal drivers and office personnel for the implementation and management of a comprehensive program. Mr. Hamers also reviewed the components of a simplified program. After discussion, motion made by Director Perry, seconded by Director Ferryman, to direct staff to implement the components of a simplified variable trash collection rate program as outlined in said memorandum, subject to additional staff analysis and Board of Directors review of potential end of year rebates. Motion carried 5 -0. III. City /District Agreement Mr. Hamers and Mr. Burns provided a review of events to date regarding the City of Costa Mesa's desire to add a residential trash collection franchise fee to the City /District operating agreement currently under consideration by both parties. The City followed the deletion of this provision from the proposed agreement by the inclusion of a residential franchise fee in a new City ordinance schedule for first reading on October 4, 2004. After discussion, the Board directed Staff to prepare a letter for President Schafer's signature to the City Council opposing a residential trash collection franchise fee and to have said letter delivered to the City prior to the Council meeting that evening. The Board also requested that Director Worthington attend the meeting and speak in opposition to the ordinance on behalf of the District. IV. Tour of CR Transfer Director Worthington suggested the District consider providing a tour of the CR Transfer recycling facility to the candidates for Costa Mesa City Council prior to the November election. Director Worthington explained the candidates are more likely to accept the invitation for a tour and the benefits of utilizing the comprehensive facility prior to the election because after the election their schedules will be full. President Schafer 0 Protecting our community s health 6y providing so[id waste and sewer coCfection services. costamesasanitarydistrict. org • • Costa Mesa Sanitary District Minutes. of Special Meeting Held October 4. 2004 Page 3 agreed that the invitation for a tour of the facility is an excellent suggestion but requested the tour be offered after the election due to the candidates' busy pre - election schedule and to insure the attendees are City Council members. Mr. Worthington agreed to postpone the recommendation until after the election. V. Public Comments There were no members of the general public in attendance. President Schafer adjourned the meeting at 1:15 p.m. Secretary President ftotecting our community's heath by providing solid waste and sewer colrection services. costamesasanitarydistrict. org CMSD Staff: 949 -645 -8400 CMSD HQ Facility Acquisition 10 -14 -04 I I I I I Agency / Organization IActivit / Acquisition Date Cost - Check # I ISu mma I Seller r= Lee '...- I Al Property Inspections Purchase District HQ -_•- ". -: _. 31,1'12004; $ "" 730,000:'00° Inspect 628 W 19th St HQ 3%23%2()041 $ 630.00 Buildin $ 730,000.00 I Inspections $ 712.00 Sunwest Heating &AC _ Inspect HVAC 417 /2 0 04 1 $ 82.00 j 4/8/2004 ; • '.- • = 4/8/2004. $= - .9;00000.: 6/23/2004 $ 86,167.00 Crank Bros Roofing RTA Architectural Services _ TRC I Inspect Roof (Estimate to Repair= $903.00) Robert Thornton Architects Cabling $10,345 + Phone Sys $14752 + HW /SW $47,257 + En c Architectural Services 1 $ 9,000.00 Tenant Improvements $ 373,702.57 Sign Depot District Monument Sin 7!7120041 $ 269.38 9/28/2004'. - 10/8/20041 $ 1,000.00 1 1 1035 (General Contractor, Change Orders, Fu Sign Depot District Monument Sign Washes Power Wash HO 1 1 Electronics 1 $ 165,408.45 Vertex Furniture 5/19/20041 $ 113,193.53 $ 43,087.00 7nzrzo04 (Computers, Phones, Copiers, Software) Vertex Fumiture I $ 36,177.00 923/2004 1 1 $ 79,264.00 1 Incidentals $ 4,399.38 Springbrook Software Accounting / Permitting Software Maintenance Agreement I 6/10/20041 $ 7,088.00 (Fumigation, Signa e, Powerwash, RO Springbrook Software Accounting / Permitting Software License Agreement 6/10/20041 $ 55,950.00 I $ 63,038.00 1 1 iSupplies 1000 I I I I Cirks Construction Tenant Improvements General Contractor 8/4/20041 $ 102,389.00 Total 1 $ 1,284,222.40 Central Wholesale Appliances Stove, Hood Refrigerator Deposit 8/21/20041 $ 1,000.00 Pacific Sales Toilets $ 1,311.32 10851 1 I 1 1 Balport Lock & Safe I TL30 Safe 911/20021 $ 3,178.63 1 Centsible Tile I Purchase & Install Carpet, Padding, Base, ynil 9/20/20041 $ 14,530.72 1 Cir jCarpet Installation 9/27/20041 $ 20,746.20 1 CCM ROW Permit - Vacate 1 912 3/2 004 1 $ 150.00 1 1 1 1 Sign Depof Konica - Minolta HC'Address:Numbera Signs (2) &,Parking Lot Signm Di1610 6350, Di2510 copiers I 9/29/2004 1 9/28/20041 $ 100.00 $ 16,203.45 I j I I 1 1 1 Antimite Fumigate HQ 1 10/11/20041 $ - 2,880.00 1 20041 Supplies I 1 $ 1,000.00 SubTotal 1 $ 1,166,869.23 tI I 1 I I I 1 I Cirks Construction Change Orders I 1 1 1 1 1 Electrical- Wiring 9/712004 $ 3,912.39 11351 1 2 Electrical -AC Wiring/Circuit Breakers 917/2004 $ 1,147.88 1 11351 1 3 Electrical - Additional Outlet Circuits 9/712004 $ 1,419.24 1 1135 1 1 4 Electrical - Replace s liced feeder wires 9/7/2004 $ 1,643.80 1 11351 1 1 5 Emergency Lighting - None Exist 9/7/2004 $ 2,915.67 1135 6 New Window - Permit Processing Office 9/712004 $ 451.41 I 1135 7 Furr Restroom Wall - Relocate toilet 9/712004 $ 351.75 1 1135 I I 8 Carpentry - Balcony Balusters4ermltes 9/7/2004 $ 2,225.00 1 1135 I 9 Concrete - West Sidewalk, East Exit 91712004 $ 9,331.93 1 11351 1 1 10 Exterior Windows - Make operable 9/712004 $ 1,829.10 1 11351 1 1 11 Resize 1" ash ne to 1 1/4" gasline 917/2004 $ 2,988.40 1 11351 1 12 Waterless Unnal - provide & install $ 2,491.20 13 Trench & Backfill for gasline to meter 9/7/2004 $ 2,938.00 11351 1 14 Emergency Lighting - 3 Baths, 1 cord, 1 office 9/7/2004 $ 1,392.00 11351 I 15 Front Entry concrete demo and re our slab 15 & 25 9/7/2004 $ 10,837.76 $ 7,267.20 11351 I 16 R &R new metal handrails both stairs 9/7/2004 $ 5,460.00 1135 1 17 Truncated Domes - 15 Sq Ft $ 630.00 1 18 Aluminum Flex Duct -3 Bathrooms venting 9/7/2004 $ 1,818.72 1 1 11351 1 l 19 " HVAC Site Survey - En inerin Calcs $ 800.00 j_1 1 20 Water Heater Expansion Tank - commercial $ 1,370.32 21 " Return Air Ducting - 2d Floor, patch 6 registers $ 6,240.00 I 22 '• Seismical! y tie exterior existing HVAC units $ 312.00 _ 1 1 I 23 Break room hood, ductwork, cabinet $ 4,053.50 1 I 24 Water proof lighting, 2d floor bathroom 917/2004 $ 709.60 11351 1 25 ADA sidewalk • grade, our -West of HQ & tree in 15 9/7/2004 $ 6,280.00 26 Lavatory sink counter tops - 3 9/20/2004 $ 951.60 I I I I 27 Restroom medicine cabinets $ I l 28 HVAC Upgrade to meet Title 24 $ 33,549.60 29 Lock Sets $ 507.00 30 HQ Dnnking Fountains 9/28/2004 $ 15,360.00 ( 1 1 31 1 32 Wrou ht Iron Fence $ 4,440.00 33 FRP 2d Floor Bathroom to ceilin $ 890.00 Cirks Plans & Permits 9!7/2004 $ 1,669.30 1 $ 117,253.17 Total I I 1 $ 1,284,122.40 CMSD Staff: 949 - 645 -8400 CMSD HQ Facility Acquisition Summary 10 -14 -04 Summary I I _ Building $ 730,000.00 _ Inspections $ 712.00 Architectural Services $ 9,000.00 Tenant Improvements T$ 373,702.57 (General Contractor, Change Orders, Furniture, Carpeting, Appliances) Electronics 1 $ 165,408.45 (Computers, Phones, Copiers, Software) Incidentals $ 4,399.38 (Fumigation, Signage, Powerwash, ROW Permit) Supplies 10001 Total $ 1,284,222.40 CMSD Staff: 949 - 645 -8400 CMSD HQ Remaining Move -in Actions 10/1412004 WIP I DONE 9/15/2004 1 Wednesday Cirks submitted Mech Plans incl HVAC to CCM Plans Scot Fazikas - TAF to See Burt Morgan X 9/16/2004 IThursday Centsible Tile installed breakroom plywood Flooring 9/17/2004 1 Friday Centsible Tile hotmo s 2d Floor bathroom; CCM Plans sent out Mech Plans to Fazikas X 9/18/2004 Saturday 9/19/2004 Sunda 9/20/2004 Monday Cirks continues to install HVAC in HQ X Cirks completes staining and finishing hung doors, installs door locks X Centsible Tile completes hotmopping and Flooring for 2d floor bathroom X Cirks ordering 2 white split seats for 3 bathroom toilets for ADA compliance X Cirks installed waterfree toilet in 2d floor bathroom X Cirks installing sinks - ADA compliant widespread (8 ") fixtures - not center sets (4 ") - getting fixtures; X Dave SaIles - Blinds for Debbie's window I 9/21/2004 juesday I CMSD confirms bid to tent HQ on 10 -1 thru 10 -4 X 9/22/2004 Wednesday Cirks completed all lighting reinstallation X No to TRC - 2d floor Conf Rm has two incomplete voice /data line outlets-put covers on them te X 9/23/2004 Thursday Cirks completes HVAC installation in HQ; completes cleanup of flooring X Cirks to install door hardware lockable knobs & doorstops 9/24/2004 Friday Cirks completes painting interior of HQ X Cirks installs rear entrance wrought iron fence, for front face and parking lot areas Centsible Tile completes grout of front and rear entries Cirks replaces damaged eiling tiles -possible replacement of all tiles -see CO 9/25/2004 Saturday 9/26/2004 Sunda 9/27/2004 Monday Cir delivers and begins installation of carpet at HQ - 2d floor Safe Delivery to HQ- before Car et- Franco's Safe Moving 4/542- 3660,CP: 7/928 -9730 Bay Security installs security system X 9/28/2004 Tuesday Centsible Tile to install kitchen (Breakroom) tile 1 Cir delivers and begins installation of carpet at HQ - 1st floor Bay Security completes HQ security system installation X 9/29/2004 Wednesday Cir completes installation of carpet at HQ - moulding and staircaises; Cirks - CMSD Walk thru acceptance Cirks re-stripes parking lot - 2 m 9/30/2004 Thursday Staff continues to clean out files Delivery of Range, Hood, Refrigerator to HQ - Joan Revak arranging; X 10/1/2004 Friday Antimite fumigates (tents) HQ building for rodent control - tent building - confirmed with Antimite (Craig) 9 -23 -04 X Cirks - Clean Windows Cirks obtains FINAL inspection approval from CCM - Pete Tenace to sign off on all CCM items 10/2/2004 Saturday Antimite fumigates (tents) HQ building for rodent control 1013/2004 Sunday Antimite fumigates (tents) HQ building for rodent control 10/4/2004 Monday Antimite fumigates (tents) HQ building for rodent control - remove tent from building Request SCE install gas meter - contingent on final walkthrou h approval for COO from CCM 10/5/2004 Tuesday Air Out HQ 10/612004 Wednesday Vertex Delivers furniture to HQ and assembles in appropriate rooms Cri installs window blinds TRC begins installation of IT systems at HQ in new furniture offices Board Packets Completed/Delivered 1017/2004 Thursday Vertex completes assembling furniture in appropriate rooms, shelving in Treasurer's Office Staff Completes packing personal items for move, labeling all assets to move I TRC backs up all IT equipment at City Hall, disconnects from CCM intranet TRC completes installation of existing IT equipment on reassembled furniture 10/8/2004 Friday Precision Relocation packs Staff Assets, files, work stations, computers, loads truck - delivers to HQ 10/9/2004 Saturday Precision Relocation moves furniture & boxes into HQ, Reassembles work stations, unpacks boxes I 10/10/2004 Sunday 10/11/2004 Monday Delivery of Copiers to HQ 10/12/2004 Tuesday Recycling Committee Meeting 10/13/2004 Wednesday 10/14/2004 Thursday Regular CMSD Board Meeting 10/23/2004 Saturda Used Tire RoundU I REMAINING ITEMS: Phase 2 Exterior of building Illuminate exterior _ Repairsprinkler system Repaint exterior (Est $12K -$14K) Correct roofing deficiencies - missing tiles, facia Phase 3 Parking Lot repairs Slope, cracks, sink holes ?? Grand Opening ISSUES TO BE SCHEDULED: Rust on Door Hinges - Le. JR's Room 0 • Costa Mesa Sanitary District District Relocates to New Headquarters Costa Mesa, California — The Costa Mesa Sanitary District Board of Directors unanimously voted in May 2003 to relocate to the new Headquarters Facility, now located at 628 West 19th Street, Costa Mesa. The five - member Board of Directors, including President Arlene Schafer, Vice President Greg Woodside, Secretary James Ferryman, Director Arthur Perry and Director Dan Worthington recognized the need to provide significantly improved workspace for the Staff, to enhance the District's Identity, to hire its own employees and to improve customer service. Formerly, the District Staff was located in the Public Services Department of City Hall. Though a separate entity from the City of Costa Mesa, from 1953 through 2004 the District operated with an agreement with the City for specified services, including staffing. While this relocation ends the long- standing contractual relationship between the District and the City of Costa Mesa, the two government agencies will continue to cooperate on several projects. The newly renovated 4200 square foot Headquarters will host the ten member full -time and part-time Staff, consisting of the following positions: Manager /District Engineer Robin Hamers Assistant Manager Thomas Fauth Board Secretary/Program Manager Joan Revak General Counsel Alan Burns Treasurer Wendy Davis Accountant Sherry Kallab Permit Processing Specialist Permit Processing Specialist Denise Gilbert Debbie Bjornson Ordinance Enforcement Officer Ron Shef Receptionist Vacant The District serves a population of 116,700 as its service area includes the City of Costa • Mesa, sections of Newport Beach and unincorporated areas of Orange County. The District was formed in 1944 for the purpose of installing a sewer system and collecting trash. The District's mission has remained the same as it was 60 years ago: To provide the best possible service at a reasonable cost to its customers. The District has seen many changes in its history but is still managed by a five - member board of directors as it was in 1944. Board meetings remain open to the public and are conducted in an informal manner, fostering an environment where concerns can be discussed and problems can be resolved constructively. The main purpose of the District remains unchanged as its primary responsibilities are sewer system maintenance for 326 miles of sewer lines and residential trash collection from over 21,100 customers. The District continues to offer numerous special programs to residential customers. The popular programs include the Standardized Trash Container Program, Telephone Book Recycling, Annual Large Item Collection, Home Generated Sharps Recycling through local pharmacies, Used Tire Recycling, Household Hazardous Waste Recycling, Christmas Tree Recycling and Greeting Card Recycling. The newest programs are the presentation of Recycling Concepts and Vermicomposting demonstrations to the schools within the District. The District also publishes and distributes the biennial newsletter and helpful pamphlets to customers on various recycling and sewer maintenance topics. A free educational video is available and may be obtained by calling the new District phone number 949 - 645 -8400, operational after September 27, 2004. Additional information about the Costa Mesa Sanitary District can be found at • www .costamesasanitarydistrict.org. Contact: Thomas A. Fauth Assistant Manager Costa Mesa Sanitary District (CMSD) 714 - 754 -5043 C: