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Agenda Packets - Board - 2005-06-09Costa Mesa Sanitaq District ... an Independent Special District Greg Woodside Vice President Arlene Schafer Director AGENDA Jim Ferryman President Art Perry Secretary Dan Worthington Director Public Comments. Any member of the public may address.tte.Board. Speakers on agenda items should identify 'themselves to the Clerk before the meeting so thatah6ir.inpufcan be provided at the timethe 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, (949)645 78400, 48 hours prior to meeting if assistance is needed (28 CFR,35.102.35.104 ADA Title II): Regular Meeting - Thursday, June 9, 2005 RECOMMENDED ACTION I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Worthington III. 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 — May 6, 2005 2. Regular Meeting — May 12, 2005 3. Special Meeting — May 24, 2005 4. Special Meeting —June 1, 2005 Protecting our community's heafth by providing solid waste and sewer coffection services. crosdca.gov Costa .Mesa Sanitaq District June 9, 2005 AGENDA. Page 2 • RECOMMENDED ACTION Manager's Reports 5. Refunds Approve 6. Occupancy Report and payment to Costa Mesa Disposal — May 2005 Approve 7. Monthly Spill Report to Regional Water Quality Control Board (RWQCB) Receive and File Engineer's Reports 8. Project Status Report Receive and File Treasurer's Reports 9. Financial Reports as of April 30, 2005 Accept Report 10. Treasurer's Reports as of May 31, 2005 Accept Report 11. Warrant Register in the amount of $532,791.05 Ratify Payments 12. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of May 2005 & Ratify Expenses • -------------------------------------- - - - - -- -END OF CONSENT CALENDAR ----------------------- Vi. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Standardized Trash Container Program Reports Consider B. CMSD Strategic Plan 1. Year 2005 Strategic Planning Action Items Receive & File 2. New District Headquarters a. Building and Grounds Ad Hoc Committee i. Meeting of May 20, 2005 Update C. Recycling Reports 1. Waste Diversion Report — May 2005 Receive and File • Protecting our community's health by providing solid waste and sewer collection services. crosdcagov Costa Mesa. Sanitary District AGENDA 0 D. Contract Payment to CR Transfer for recycling services and disposal 1. Payment for April 2005 Services 2. Payment for May 2005 Services E. Costa Mesa Public Safety Emergency Services Expo Sunday, May 15, 2005, 11:00 a.m. — 3:00 p.m. F. Joint Meeting with Midway City Sanitary District (MCSD) at CMSD Headquarters G. Recycling Committee — Friday, June 3, 2005 — 12:00 p.m., CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Woodside and Schafer) 1. Recycling Committee Goals for 2005/2006 a. High School Tour of CR Transfer and OC Landfill Tuesday, May 24, 2005 • 2. Classroom Recycling Projects 3. Large Item Collection 2005 IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) 1. General Update 2. Grease Control Program Development, Project No. 174 a. Program Implementation by EEC b. Use of OCHCA Inspectors c. Consideration of Charges to Food Service Establishments B. Proposed Development at 1901 Newport Blvd., Excess Sewer Flows C. OCSD Cooperative Projects Grant — Televising of CMSD Sewer Lines D. Report on Emergency and Non -Bid Sewer Work • E. Sewer Improvements for Tract 16416, Susan Street Standard Pacific Development June 9, 2005 Page 3 RECOMMENDED ACTION Ratify Ratify Subject to Verification of Diversion Report by Staff Accept Report Consider Update on Activities Accept Report Accept Report Accept Report Verbal Report Update Update Update Update Consider Agreement for Services Receive & File Accept Improvements File Notice of Completion & Exonerate Bonds Protecting our community's keaftk by providing solid waste and sewer collection services. ,qov Costa Mesa SahltarN District June 9, 2005 AGENDA Page 4 RECOMMENDED ACTION TREASURER'S REPORTS A. 2005 -2006 Budget Calendar Update B. Creation of Trash Collection Rate Stabilization Fund, Special Meeting Consider Follow -Up Held May 24, 2005 Action C. Investment Oversight Committee Meeting — June 9, 2005 Accept Report (Directors Woodside and Worthington) D. Resolution No. 2005 -709 Adopting a Budget for the Fiscal Year 2005 -2006 Adopt Resolution E. Appropriation Carryover — CIP Appropriation for FY 2005 -2006 Approve Carryover XI. ATTORNEY'S REPORTS A. City /District Operating Agreement Update B. Costa Mesa Disposal and CR Transfer Consolidated Agreement Accept Report C. Special District Risk Management Authority (SDRMA) Renewal Invoice Select Coverage Limits for 2005 -2006 Program Year LOCAL MEETINGS A. Orange County Sanitation District (OCSD) 1. Regular Meeting — May 25, 2005 (President Ferryman) Accept Report B. Santa Ana River Flood Protection Agency 1. Executive Committee Meeting — May 26, 2005 (Director Perry) Accept Report C. Independent Special Districts of Orange County (ISDOC) Accept Report 1. Quarterly Meeting — Thursday, June 30, 2005, 11:30 a.m. at Consider Attendance Orange County Sanitation District Board Room D. Local Agency Formation Commission (LAFCO) Accept Report E. California Special Districts Association (CSDA) Accept Report F. Meetings of: Costa Mesa City Council Report on Matters OCCOG Pertaining to CMSD WACO Chamber of Commerce XIII. OLD BUSINESS 0. NEW BUSINESS Protecting our community's health by providing solid waste and sewer collection services. crosdca. Costa Mesa Sanitary District AGENDA, is XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT • • June 9, 2005 Page 5 RECOMMENDED ACTION Protecting our community's health by providing solid waste and sewer collection services. crosdcagov • • � � ":Fi:4 ,� �C��l COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING MAY 6, 2005 The Costa Mesa Sanitary District Recycling Committee met at 12:00 p.m. at 628 W. 19th Street, Costa Mesa. Directors Present: Greg Woodside, Art Perry Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Denise Gilbert Director Woodside called the meeting to order at 1.2:00 p.m. . RECYCLING COMMITTEE GOALS FOR 2005/2006 Staff provided an updated list of Recycling Committee Goals and reported the Boys and Girls Club has been contacted and expressed an interest in participating in a recycling project with the District. Director Woodside lined up a Girl Scout Troop from Adams School. A presentation will be given to the Troop and a container will be provided for collecting plastic bottles and cans. The District will award $100 to the Troop for participating in the project. HIGH SCHOOL TOUR OF CR TRANSFER AND OC LANDFILL A tour of the materials recovery facility (MRF) at CR &R and an Orange County landfill is scheduled for students from Estancia High School on May 24, 2005. CLASSROOM RECYCLING PROJECTS Mr. Fauth reported there are no classroom recycling projects scheduled at this time. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 12:40 p.m. Secretary President Protecting our community's health by providing solid waste and sewer coffection services. crosdcagov • • 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 125 2005 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on May 12, 2005, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: President Ferryman called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance Director Woodside gave the invocation. James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington None STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Wendy Davis, Treasurer; Denise Gilbert, Permit Processing Specialist; Debbie Bjornson, Permit Processing Specialist; Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: Mike Eadie, Rutter Development, 18012 Cowan, #200, Irvine, CA 92614 Jay Rutter, Rutter Development, 18012 Cowan, #200, Irvine, CA 92614 Gina Kevilian, 2414 Niagara Way, Costa Mesa COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 2 . ............................... CONSENT CALENDAR . ............................... Director Schafer motioned to approve the Consent Calendar as presented. Director Woodside seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Recycling Committee Meeting, April 11, 2005 Minutes of Regular Meeting, April 14, 2005 MANAGER'S REPORTS Refunds The Minutes of the Recycling Committee Meeting of April 11, 2005, were approved as distributed. The Minutes of the Regular Meeting of April 14, 2005, were approved as distributed. There were no refunds requested for the month of April 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $188,875.98 increase of 1 unit for the occupancy report for solid to Costa Mesa Disposal — waste collection as of May 1, 2005. Therefore, May 2005 the total for May is 21,249. Board directed Staff to prepare a warrant for $188,875.98 to Costa Mesa Disposal on June 1, 2005, for payment for May trash collection based on the May count of 21,249. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for April 2005 was Control Board (RWQCB) accepted as submitted. ENGINEER'S REPORTS Project Status Report The Project Status Report dated May 2005 was accepted as submitted. • • r� • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING = MAY 12, 2005 PAGE 3 Safety /Loss Control The Minutes of the Safety /Loss Control Meeting of Meeting Minutes April 19, 2005, were approved as distributed. April 19, 2005 TREASURER'S REPORTS Financial Report as of The Financial Report as of March 31, 2005 was March 31, 2005 accepted as submitted. Treasurer's Reports as of The Treasurer's Reports as of April 30, 2005 was April 30, 2005 received and filed. Warrant 2005 -11 for May Warrant. Resolution #CMSD 2005 -11 was 2005 in the amount of approved, ratifying the payment of certain claims $1,205,953.70 and demands totaling $1.205,953.70 and specifying the funds out of which the same were paid and authorizing the President and Secretary to sign the warrant. Directors Expenses for the Director Compensation and Expense Month of April 2005 Reimbursement for the Month of April 2005 were approved and ratified as follows: Director Ferryman: $850.00 Director Perry: $680.00 Director Schafer: $1,046.32 Director Woodside: $170.00 Director Worthington: $1,240.23 .......................... END OF CONSENT CALENDAR .......................... PUBLIC COMMENTS There were no public comments made. ENGINEER'S REPORTS PROPOSED DEVELOPMENT AT 1901 NEWPORT BLVD., EXCESS SEWER FLOWS Mr. Hamers introduced Mr. Jay Rutter and Mr. Mike Eadie from Rutter Development. COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 4 Mr. Hamers provided a brief background to the Board regarding the history of the property at 1901 Newport Boulevard. Discussion was held regarding sewer capacity and various options to provide sewer service to the new proposed development. Mr. Rutter addressed the -Board stating they attempted to negotiate access through a neighboring property. Mr. Rutter stated the fee requested for the access was substantial and his company would prefer the option of in -lieu fees being paid to the District that will provide a benefit to the District's sewer system serving the proposed development. Director Schafer motioned to approve in concept a development agreement with Rutter Development for in -lieu fees of $100,000 under District Ordinance 7.06.020 (previously known as Ordinance 21) to be put toward the Westside Pumping Station Abandonment project for alternate sewer connection for 145 units to be constructed at 1901 Newport Boulevard and tied into Bernard Street. Director Perry seconded. Motion carried 5 -0. Mr. Hamers encouraged Mr. Rutter to attempt to negotiate with the neighboring property once again and advise him of the outcome. Mr. Jay Rutter and Mr. Mike Eadie left the meeting at 6:32. p.m. WRITTEN COMMUNICATIONS There were no written communications. MANAGER'S REPORTS STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Fauth provided summary report and multiple charts depicting the number of trash containers distributed within the District, ROTO orders by fiscal year, and a tonnage comparison within the District by fiscal year. Mr. Fauth also presented a summary data chart depicting the current solid waste disposal trend throughout the State of California. Mr. Hamers concluded the increase in tonnage experienced in Costa Mesa appeared to be following the trend of the State of California. :7 • • • • C] COSTA MESA SANITARY DISTRICT �u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 5 Mr. Fauth also provided a report on the number of containers replaced by ROTO due to container damage, with the exception of lift bar repair which was done in the field. Mr. Fauth noted the repair percentage was decreasing. Director Worthington' requested Mr. Fauth do a comparison by representative routes for the increase in tonnage percentage. Mr. Shef presented the ordinance enforcement summary report covering the month of April 2005. Mr. Shef's summary report contained the following information: • 20 flyers given to residents and 6 containers "oversprayed for graffiti Mr. Shef will prepare a list of gate codes needed to distribute flyers. Ms. Gilbert will obtain the codes. Director Worthington reported he had gone along with Mr. Shef on two different occasions to observe the District during trash collection. Director Worthington prepared a list of ten different concerns such as numbering on trucks and containers without lids. Director Worthington had suggested some of the items be agendized and expressed dissatisfaction that this had not yet occurred. Director Worthington also reported he had not been contacted or advised that the list was being addressed by Staff. Mr. Hamers reported he had discussed the list with Director Worthington on two occasions. Director Worthington suggested high school students who require public service hours be utilized to paint over graffiti on trash containers. Director Perry reported the school district would not allow students to participate in painting the containers. Mr. Hamers thanked Director Worthington for his comments and reported the list had been reviewed at Staff level and that the items of concern were being addressed. Mr. Fauth reported he was addressing the issues and apologized for not notifying Director Worthington that items were being dealt with. President Ferryman requested the Board be kept apprised of the status of the listed concerns. Ms. Gina Kevilian arrived at 7.12 p.m. COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 6 • CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported an updated Strategic Plan Action Items list was included in the Board packet. Director Perry motioned to receive and file the Strategic Planning Action Items list. Director Schafer seconded. Motion carried 5 -0. NEW DISTRICT HEADQUARTERS BUILDING AND GROUNDS AD HOC COMMITTEE MEETINGS OF APRIL 25, 2005 AND MAY 11, 2005 Directors Perry reported the Committee has met twice and provided recommendations to the Board. The Board reviewed the recommendations for replacement doors and a flagpole. • Director Perry motioned to approve $10,500 from the unreserved fund balance of the sewer fund ($5,000 for front and rear door replacement, and $5,500 to purchase and install a 33 -foot flag pole, flags, and lighting) and allowing the Building and Grounds Ad Hoc Committee to make the final decision on the type of door and placement of flagpole. Director Schafer seconded. Motion carried 5 -0. RECYCLING REPORTS WASTE DIVERSION REPORT - APRIL 2005 Ms. Revak presented the Waste Diversion Reports for April 2005 showing a 50.92% diversion rate. Director Schafer motioned to receive and file the Waste Diversion Report. Director Perry seconded. Motion carried 5 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR APRIL 2005 SERVICES Ms. Revak reported the contract payment is still being reconciled. 0 COSTA MESA SANITARY DISTRICT �u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 7 COSTA MESA PUBLIC SAFETY EMERGENCY SERVICES EXPO SUNDAY, MAY 15, 2005,11:00 A.M. — 3:00 P.M. Mr. Fauth reported the Expo will be held on Sunday, May 15, 2005, 11:00 a.m. — 3:00 p.m. The District will host a booth and have promotional materials and an active worm bin, which will be used for demonstration and given away at the end of the event. RECYCLING COMMITTEE - FRIDAY. MAY 6.2005 - 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND PERRY RECYCLING COMMITTEE GOALS FOR 2005/2006 Director Woodside reported a Girl Scout troop will participate by collecting plastics for recycling. Mr. Fauth will provide an educational presentation to the troop before they begin the collection and recycling process. The Boys and Girls Club will also be participating in a future project. • HIGH SCHOOL TOUR OF CR TRANSFER AND OC LANDFILL TUESDAY, MAY 24, 2005 Director Woodside reported the tour for Estancia High School students will be held on May 24, 2005, CLASSROOM RECYCLING PROJECTS Mr. Fauth reported he received a suggested contact from Director Worthington. Ms. Gilbert will follow up on that lead. ENGINEER'S REPORTS (REVISITED) WASTE DISCHARGE REQUIREMENTS — (WDR) GENERAL UPDATE Mr. Burns provided a brief synopsis of a federal lawsuit filed by CoastKeepers against the City of Garden Grove. Discussion was held regarding the ramifications of this lawsuit on the Costa Mesa Sanitary District. COSTA MESA SANITARY DISTRICT u' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 8 The Board directed Mr. Burns to monitor the lawsuit and keep the Board apprised of its progress. GREASE CONTROL PROGRAM DEVELOPMENT PROJECT NO. 174 PROGRAM IMPLEMENTATION EEC Mr. Hamers reported Staff is working with the EEC and achieving compliance and moving ahead. USE OF OCHCA INSPECTORS Mr. Hamers reported the Orange County Health Care Agency is working on the agreement with OCSD and the Steering Committee. Mr. Hamers anticipates using OCHCA inspectors in restaurant inspections. CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS Mr. Hamers reported the item has been approved in concept and charges will be applied to all properties in the District. Mr. Fauth provided a brief review of his report distributed to the Board on the number of food service establishment permits signed and returned to the District. OCSD COOPERATIVE PROJECTS GRANT - TELEVISING OF CMSD SEWER LINES Mr. Hamers reported the agreement is being finalized and will be presented to the Board in June or July. WESTSIDE PUMPING STATION ABANDONMENT, PROJECT NO. 101 Mr. Hamers provided a brief report to the Board. Mr. Hamers reported an EIR may be required and will update the Board as more information is available. TREASURER'S REPORTS 2005-2006 BUDGET CALENDAR • • Ms. Davis reported the Budget meeting will be held on May 24, 2005 at 11:30 a.m. 0 0 • 0 COSTA MESA SANITARY DISTRICT ,+ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 9 2003 -2004 AUDIT UPDATE Ms. Davis reported the auditor, Conrad and Associates, LLP, reviewed the District's records and a report will be presented to the Board as soon as it is received. 2004 ELECTION COSTS Ms. Davis presented a report regarding the increase in election expenses. Ms. Davis contacted the Registrar of Voters who provided the following reasons for the overall increased costs: • Board of Supervisors directed an increase in training provided to precinct workers • More precincts overall in the November 2004 election • The Early Voting Program allowed Voters to go to one of 30 different sites for the three weeks prior to the election to vote • The Secretary of State mandated that the Registrar of Voters provide paper ballots as well as the electronic ballot • The November 2004 ballot was two pages which was much more expensive to print than the one page November 2002 ballot ■ In November 2004, the ballot materials were required to be translated into four languages versus two in 2002 Staff will monitor potential charges for the next election. CREATION OF TRASH COLLECTION RATE STABILIZATION FUND Ms. Davis reported Staff met with Mr. Marc Davis, CBIZ Accounting, Tax and Advisory of Orange County, LLC, and Mr. Burns to discuss possible options to lower and /or stabilize the yearly trash collection charges. Discussion was held. President Ferryman suggested a study session be held to investigate the topic in detail. A meeting was set for May 24, 2005, 12:00 to 1:30 p.m. The 2005 -2006 Budget review meeting was changed to Wednesday, June 1, 2005 at 11:30 a.m. COSTA MESA SANITARY DISTRICT u , MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 10 • ATTORNEY'S REPORTS CITY /DISTRICT OPERATING AGREEMENT Mr. Burns had no additional information for the Board. Mr. Hamers reported there is a possibility of retirements occurring that would alter the course of the City /District operating agreement. Mr. Hamers will keep the Board updated. RECORDS DESTRUCTION POLICY Mr. Burns reported the Records Destruction Policy is being prepared. Ms. Revak is receiving input on necessary categories. CMSD ADMINISTRATIVE REGULATIONS Mr. Burns presented a copy of the Administrative Regulations for the Board's final review. Mr. Hamers will be signing the AR's LOCAL MEETINGS Mr. Burns reported there was a need to discuss a non - agenda item regarding proposed legislation. Director Perry motioned that the need arose to discuss an item that occurred after the agenda was prepared and there was a need to take immediate action. Director Schafer seconded. Motion carried 5 -0. Discussion was held regarding SB 926, proposed legislation on biosolids land application in Kern County. Mr. Burns reported CASA is opposing the legislation due to the precedent it would set. Director Perry motioned to direct Mr. Burns to write a letter opposing the legislation as requested by CASA. Director Schafer seconded. Motion carried 5 -0. ORANGE COUNTY SANITATION DISTRICT (OCSD) REGULAR MEETING - APRIL 27, 2005 (DIRECTOR FERRYMAN Director Ferryman attended the OCSD meeting and reported the following: • OCSD Rates • Tour of site to pelletize sludge • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 11 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ISDOC President Schafer attended the May 10, 2005 meeting and discussed the following: • Special Districts vote on changing formula to accommodate Vector Control and Cemetery Districts • Updates on LAFCO and CSDA • Next General meeting will be held June 30, 2005 LOCAL AGENCY FORMATION COMMISSION ( LAFCO) Director Schafer attended the May 11, 2005, LAFCO meeting and reported the following: • Presentation on Sphere of Influence Policy • MSRs • Information provided for Board's perusal LAFCO FINAL BUDGET FOR FISCAL YEARS 2005-2006,2006-2007,2007-2008 . Ms. Revak reported a packet was received from LAFCO regarding LAFCO's final budget for Fiscal Years 2005 -2006, 2006 -2007, 2007 -2008. The report was accepted as submitted. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer attended the May 5 -6, 2005 CSDA meeting and reported they discussed the following: • Governor's budget • Salinas bill vs. Ortiz bill • Pending legislation and public pension reform • Hostile water district takeover • Rio Linda seeking cityhood • Redistricting SPECIAL DISTRICT GOVERNANCE ACADEMY APPLICATION FOR INDIVIDUAL RECOGNITION Ms. Revak reported Directors. Worthington and Schafer received a letter from CSDA regarding graduation from CSDA's Special District Governance Academy. The cost for the certificate is $65. 0 COSTA MESA SANITARY DISTRICT u`- MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 12 Director Ferryman will investigate whether he has qualified for the certificate. Director Perry motioned to approve payment for up to $195 (pending verification of Director Ferryman's qualification for certificate). Director Woodside seconded. Motion carried 5 -0. Director Worthington suggested developing a wall area in the District offices to display awards and plaques received by District members. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) SPRING CONFERENCE, APRIL 27 -30, 2005 IN NAPA VALLEY (DIRECTOR WORTHINGTON) Director Worthington attended the Spring CASA Conference and provided a report to the Board. MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE OCCOG Director Schafer attended and reported the following: • Chris Norby given oath OLD BUSINESS There was no old business discussed. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Schafer commended Staff on the newsletter. President Ferryman reminded the Board the Lion's Club Fish Fry will be June 4 and 5 at Lion's Park. • C • COSTA MESA SANITARY DISTRICT �u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 12, 2005 PAGE 13 ADJOURNMENT At 8:36 p.m., President Ferryman adjourned the meeting. SECRETARY • L PRESIDENT f COSTA MESA SANITARY DISTRICT Board of Directors Special Meeting held May 24, 2005 The Board of Directors of the .Costa Mesa Sanitary District attended .a duly noticed Special Meeting on May 24, 2005 at 12:00 p.m., at District Headquarters, 628 W. 19th Street, Costa Mesa. Directors Present: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington Staff Present: Robin Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Wendy Davis, Treasurer; Sherry Kallab, Accountant; Alan Burns, District Counsel The Special Meeting to discuss Trash Collection Rate Stabilization was called to order by President James Ferryman at 12:00 p.m. As directed by the Board of Directors, Staff reviewed options for lowering stabilizing the trash collection charges and consulted with Alan Burns, District Counsel and Marc Davis, CBIZ Accounting, Tax and Advisory of Orange County, LLC. Ms. Davis outlined options presented in her memo to the Board dated May 12, 2005. After much discussion, the Board directed Staff to draft a letter to CR &R requesting a Special Meeting to discuss the trash collection rate, noting that CMSD rate is the highest residential rate in Orange County with hauling and recycling accounting for 88% of the rate. There were no public comments. The Special Meeting adjourned at 1:28 p.m. 0 Secretary President COSTA MESA SANITARY DISTRICT Board of Directors Special Meeting held June 1, 2005 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on June 1, 2005 at 11:30 a.m., at District Headquarters, 628 W. 191h Street, Costa Mesa. Directors Present: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington Staff Present: Robin Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Wendy Davis, Treasurer; Sherry Kallab, Accountant The Special Meeting to discuss the proposed 2005 -2006 District budget was called to order by Secretary Perry at 11:30 a.m. 0 Director Woodside arrived at 11:35 a.m. President Ferryman arrived at 11:40 a.m. Ms. Davis presented the proposed 2005 -2006 Budget for the Costa Mesa Sanitary District and answered questions pertaining to the line items in the trash collection and sewer service programs. After discussion, the Board directed Ms. Davis to revise the budget to reflect a 3% rate increase for Mr. Hamers' hours worked as Manager of the District and a 3% increase for Mr. Hamers' monthly sewer related retainer fee. The Board directed Ms. Davis and Mr. Hamers to create a separate reserve for defending a potential lawsuit over sewer spills similar to the current Coast Keepers v. Garden Grove Sanitary District action. The 2005 -2006 Budget will be on the Agenda for adoption at the June 9, 2005 Board of Directors meeting. The regular Board of Directors meeting for the month of July will be held at 6:00 p.m. on Monday, July 11, 2005. The regular Board of Directors meeting for August will be held on Tuesday, August 9 at 12:00 p.m. The Public Hearing to consider the trash and sewer rates for 2005 -2006 will be held at the Neighborhood Community Center in the Hamilton Room on Thursday, August 11, 2005 at 6:00 p.m. Minutes of Special Meeting �- June 1, 2005 There were no public comments. The Special Meeting was adjourned at 1:14 p.m. Secretary President 0 * Estimated interest allocation. COSTA MESA SANITARY DISTRICT Solid Waste Fund Statement of Revenues and Expenses as of 4/30/05 • Year to Date 2004 -05 4/30/05 Variance/ Percent REVENUES Budget Actual Balance of Budget Solid Waste Charges 4,771,979 4,440,890 331,089 93.06% Other Charges for Services 225 45 180 19.94% Other Reimbursements 2,200 - 2,200 0.00% Sale of Maps, Plans & Specs - - - 0.00% Investment Income 51,500 44,753 6,747 86.90% Property Taxes 92,910 12,462 80,448 13.41% New Trash Container Fees 15,000 12,602 2,398 84.02% Contributions 25,500 25,604 (104) 100.41% Total Revenues 4,959,314 4,536,356 422,958 397.74% OPERATING EXPENSES varies Salaries & Benefits 84,190 70,653 13,538 83.92% 10% Professional Services 2,000 722 1,278 36.10% 10% Strategic Planning 600 600 0.00% 35% District Manager 17,500 8,855 8,645 50.60% 35% Legal Services 25,200 13,187 12,013 52.33% 35% Finance/Treasury Services 31,500 25,653 5,847 81.44% 35% Auditing Services 2,205 2,205 0.00% 35% Contractual Services 2,275 3,200 (925) 140.66% Trash Hauler 2,258,600 1,885,027 373,573 83.46% Recycling & Disposal 2,121,620 1,599,743 521,877 75A0% 50% Other Contract Services (Election Expense) 13,750 19,268 (5,518) 140.13% 10% Building Maintenance 840 505 335 60.13% t10% Equipment Maintenance 750 691 59 92.17% 10% Office Supplies 805 963 (158) 119.58% Multi -Media Promotion /Subscriptions 1,600 1,165 435 72.81% 10% Postage 1,100 200 900 18.14% 10% Public Info /Education /Community Promotion 1,900 760= 1,140 40.01% Small Tools & Equipment 1,100 100 1,000 9.07% varies Professional Memberships /Dues 9,475 6,364 3,111 67.17% 10% Staff Development 700 121 579 17.33% 10% Travel /Meals /Lodging /Meetings /Mileage Reimbl 1,320 2,321 (1,001) 175.81% 10% General Liability 5,130 5,263 (133) 102.60% 10% Telephone /Cellular Service 2,050 1,104 946 53.83% 10% Utilities - Building 1,000 518 482 51.84% 10% Rent & Related Costs 400 323 77 80.64% Sharps Program 10,000. 5,824 4,176 58.24% Household Hazardous Waste Program 20,000 15,077 4,923 75.39% Telephone Book Recycling Program 10,500 11,039 (539) 105.13% Large Item Pick -Up 10,000 - 10,000 0.00% Used Tire Roundup Program 600 167 433 27.84% Christmas Tree Program 500 - 500 0.00% Greeting Card Program 500 - 500 0.00% Non - operating Expense - Other 1,000 - 1,000 0.00% Container Replacement Program 78,119 50,118 28,001 64.16% Debt Service- Principal Payment 210;913 210,913 (0) 100.00% Debt Service- Interest Payment 63,229 63,229 0 100.00% Contingency 2,500 - 2,500 0.00% Total Operating Expenses 4,995,471 4,003,072 992,399 80.13% EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES (36,157) 533,284 (569,441) * Estimated interest allocation. COSTA MESA SANITARY DISTRICT Liquid Waste Fund Statement of Revenues and Expenses as of 4/30/05 Year to Date 2004 -05 4/30/05 Variance/ Percent REVENUES Budget Actual Balance of Budget Liquid Waste Charges 1,906,147 1,725,860 180,287 90.54% Permits & Inspection Fees 27,700 18,510 9,190 66.82% OCSD Fees -CMSD Share 5% 25,500 25,500 0.00% Other Charges for Services 1,375 5 1,370 0.36% Other Reimbursements 650 2,198 (1,548) 338.13% Sale of Maps, Plans & Specs 100 100 0.00% Investment Income 236,700 253,536 (16,836) 107.11% Property Taxes - - 0.00% Sewer Permits 10,000 6,875 3,125 68.75% Contributions - - 0.00% Total Revenues 2,208,172 2,006,983 201,189 90.89% OPERATING EXPENSES varies Salaries & Benefits 450,185 333,598 116,587 74.10% 90% Professional Services 23,400 6,498 16,902 27.77% 90% Strategic Planning - - - 0.00% 65% District Manager 32,500 27,946 4,554 85.99% 65% Legal Services 46,800 23,932 22,868 51.14% Engineering /Architectural Services 190,000 118,427 71,573 62.33% 65% Finance /Treasury Services 58,500 57,237 1,263 97.84% 65% Auditing Services 2,662 2,662 0.00% 65% Contractual Services 4,225 10,393 (6,168) 245.98% 50% Other Contract Services (Election Expense) 13,750 19,268 (5,518) 140.13% •Other 90% Contract Services Building Maintenance 1,000 7,560 4,589 1,000 2,971 0.00% 60.70% 90% Equipment Maintenance 6,800 5,715 1,085 84.04% 90% Office Supplies 7,245 8,664 (1,419) 119.58% Multi -Media Promotion /Subscriptions 18,900 5,462 13,438 28.90% 90% Postage 9,900 1,524: 8,376 15.39% 90% Public Info /Education /Community Promotion 17,100 3,793 13,307 22.18% Small Tools & Equipment 4,500 1,682 2,818 37.37% varies Professional Memberships /Dues 15,525 18,744 (3,219) 120.73% 90% Staff Development 6,300 2,351 3,949 37.32% 90% Travel /Meals /Lodging /Meetings /Mileage ReimbL 11,880 10,001 1,879 84.18% 90% General Liability 46,170 47,368 (1,198) 102.60% 90% Telephone /Cellular Service 18,400 10;998 7,402 59.77% 90% Utilities - Building 6,900 31064 3,836 44.40% Utilities -Pumps 68,100 58,131 9,969 85.36% 90% Rent & Related Costs 3,600 2,903 697 80.64% Contractual Services -City 550,000 415,137 134,863 75.48% Contractual Services- City -Other 8,300 22,039 (13,739) 265.52% Contingency 22,500 - 22,500 0.00% Total Operating Expenses 1,652,702 1,219,461 433,241 73.79% CAPITAL PROJECTS Waste Discharge Req /FOG 142,279 26,987 115,292 18.97% Capital Projects -To Be Determined 411,758 411,758 0.00% Carryover CIP 5,088,608 461,865 4,626,743 9.08% Total Capital Projects 5,642,645 488,851 5,153,794 8.66% TOTAL EXPENSES 7,295,347 1,708,312 5,587,035 23.42% EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES (5,087,175) 298,671 (5,385,846) " Estimated interest allocation. 2004 -05 Budget 174 Waste Discharge Req /FOG TBD Capital Projects Total 2003 -04 Budget 149 Sinking Fund /Swr Replacement 159 Televising Sewer Lines 164 Misc Sewer Work/Manhole 172 Waste Discharge Req/WDR Ph 1 173 SC Plaza Pump St Force Main Carryover Budgets 129 Bristol St. Pump 147 Update Early Warning System 149 Sinking Fund /Swr Replacement 156 Earthquake /Emergency 159 Televising Sewer Lines 161 Construction Water Svc 11 Stns 162 Use of Enzymes Pilot Program 164 Misc Sewer Work/Manhole 165 Rehab Canyon Pump Stn crr 166 Manhole & Pump Stn Coat crr 167 Emerson St Sewer Reloc crr 168 Tustin Pump Remodel Mesa /Irvine 169 Telemetry System Upgrade 170 Emer Response Plan -Pump Stns 172 Waste Discharge Req/WDR Ph 1 173 SC Plaza Pump St Force Main Emergency Capital Replmt Res Total Total Capital Improvement Projects • Costa Mesa Sanitary District Liquid Waste Fund Capital Project Expenditures as of 4/30/05 Amended Prior Years Expenditures Available Budget Expenditures as of 4130/05 Balance 142,279 - 26,986.63 115,292.37 411,758 - - 411,758.00 554,037 - 26,986.63 527,050.37 7,314 7,313.69 - 0.00 44,090 44,090.33 - - 121,319 121,318.70 - - 131,487 177,004.91 - (45,517:91) 9,682 9,681.91 - 0.00 1,495,805 - 1,495,805.00 1,000,000 - 1, 000, 000.00 81,686 39,635.63 1,760.00 40,290.68 320 320.47 - - 60,000 35,021.26 - 24,978.74 373,870 237,483.65 100,472.78 35,913.24 12,910 12,909.50 - - 640,000 14,789.71 298,571.97 326,638.32 110,000 6,950.00 - 103,050.00 1,140, 000 4,340.00 5,030.00 1,130, 630.00 39,610 39,610.00 - - 26,600 - - 26,600.00 128,681 - 49,060.00 79,621.30 190,000 - 6,970.03 183, 029.97 225,704 - - 225,704.00 5,839,078 750,469.76 461,864.78 4,626,743.34 6,393,115 750,469.76 488,851.41 5,153,793.71 • 0 • • JZ4 h/. Costa Mesa Sa nitary District Memorandum TO: FROM: DATE: SUBJECT: BOARD OF DIRECTORS, STAFF THOMAS FAUTH JUNE 12, 2002 rap �/ STANDARDIZED CONTAINER TAG SURVEY SUMMARY BACKGROUND: District staff distributed two types of weatherproof tags and a survey form to trash customers to test the two tags and obtain customer feedback for further implementation. More specifically, the test was intended for multi - family units, to enable residents to quickly identify their standardized containers rather than relying on the serial numbers. The survey instrument is attached. The results from 27 returned surveys, of the approximate 100 distributed, are tabulated as follows: Question 1'- Satisfaction with the label s stem: Excellent Very Good lGood fair Poor 5 11 8 2 2 19% 41% 30% 7% 7% Qustion 2 - Easy container identification: Yes No IToo Small 23 1 3 85% 4% 11% Question 3 - Comments: - Thank You - its a great idea - OK - Suggests full house number - Needs address - No apartments - Request more labels - I have three containers - Just print my house number on the cans - Need larger numbers - Desire to write on strip attached to container - Happy Face - Make label same as the street address - Request second label for second container SUMMARY RESULT EVALUATION: - 86% are satisfied at a level of Good or better. - 85% responded the container labels provide easy identification. RECOMMENDATION: Implement the program with larger labels using the lamination technique to provide a longer lasting weatherproof label for multifamily units and single family unit requests. Full addresses for units are not feasible. Ron Shef can install as he finds the need in the field. 0 TO: Costa Mesa Sanitary District FROM: Ron Shef, Ordinance Enforcement Officer DATE: June 2, 2005 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers the monthly period of May 2005. Memorial Day Holiday caused collection to be late one day for the entire week. Due to this, courtesy notices were suspended during that week so as not to confuse residents. The majority of residents are not aware of the holiday collection schedule. Fifteen courtesy flyers were left at residents' homes. Due to time constraints these detail addresses will be included in a 6 month detail report next month. Also, this month, seven containers were over sprayed to cover graffiti. As mentioned in last month's report, a resident in the SW district calls the Ordinance Enforcement Officer almost daily to provide addresses where residents have left their containers in view or at the curb. • Several new home projects, mostly on the eastside, have required verification so as to provide new containers or in some cases to deny containers since projects of multiple Single Family Residents would have collection trucks picking up twelve or more containers from the curb. Other requests from staff include tracking down certain serial numbers on containers, verifying stolen containers and resolving neighbor to neighbor complaints relating to the containers and their placement. These requests .and associated complaints never appear on the detail report since they are not normally ordinance related. Also this month involved a resident where her three containers were burned and melted due to a fire at that address. Ordinance Enforcement Officer provided that verification. The plastic types were defined by the Society of the Plastics Indus try_(SP�: * Type 1 - PETE Polyethylene Terephthalate (PET) Soda & water containers, some waterproof packaging. * Type 2 - HDPE High- Density Polyethylene Milk, detergent & oil bottles. Toys and plastic bags. * Type 3 - V Vinyl /Polyvinyl Chloride (PVC) Food wrap, vegetable oil bottles, blister packages. * Type 4 - LDPE Low- Density Polyethylene Many plastic bags. Shrink wrap, garment bags. * Type 5 - PP Polypropylene Refrigerated containers, some bags, most bottle tops, some carpets, some food wrap. * Type 6 - PS Polystyrene Throwaway utensils, meat packing, protective packing. * Type 7 - OTHER Usually layered or mixed plastic. No recycling potential - must be landfilled. • Page 1 of 1 Types 1 and 2 are commonly recycled. Type 4 is less commonly recycled. The other types are generally not recycled, except perhaps in small test programs. Common plastics polycarbonate (PC) and acrylonitrile- butadiene - styrene (ABS) do not have recycling numbers. The code must be molded into the plastic item. The symbol should be easily visible for sorting purposes. The best symbols are large with a different surface finish than the surrounding plastic. If the container has a matte surface (rough), then the symbol should be smooth, a smooth container should have a rough recycling symbol. Understand that plastic recycling is really in infancy. The process is messy and inefficient. Numerous problems exist. For example plastic from a "blow mold" (the neck of the bottle is narrower than the body) has a slightly different structure from the exact same plastic used in an "injection mold" (where the opening is the widest part of the product). Because of low processing temperatures plastic is highly vulnerable to contamination by food, labels and different plastics. Much recycled plastic ends up as low grade plastic lumber. # s http: / /www.obviously.com/recycle /guides /cryptic.html 5/23/2005 • C] IN ► American Plastics council® Plastic Packaging Resins • r , r , 0 0 0 0 0 0 ry. cables, brooms, Polypropylene (PP) `, < , Strength, toughness, $kf Polypicpyeric has good f resistance.to`heat, E chernlcal res7star�ce, is i chemicals, grease and L olversatile, barrier to meltngpou moisture. goodfor`�at`filllig,�.uds PP PP is foumd 19. and n91 d packagug to fibers ` at�d,iarge molded part's for ry. cables, brooms, Reproduced with permission of the American Plastics Council (APC) DISCLAIMER APC MAKES NO WARRANTY, EXPRESS OR IMPLIED, RESPECTING THE ACCURACY OR COMPLETENESS OF THE INFORMATION PROVIDED HEREIN INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR USE OR PURPOSE. APC SHALL NOT BE RESPONSIBLE FOR ANY DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, DAMAGES FROM LOSS OF USE OR PROFITS, OR COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, IN CONTRACT, TORT OR OTHERWISE ARISING OUT OF GOODS OR IN CONNECTION WITH THE INFORMATION CONTAINED HEREIN. RECYCLING OF PLASTICS MAY NOT BE AVAILABLE EVERYWHERE. CHECK TO SEE IF PLASTICS RECYCLING IS AVAILABLE IN YOUR COMMUNITY. • 1 r Polystyrene (P5) Versatility, insulation, Compact d>scaackets food Thermometers, light'switch y { Polystyrene is a �ersatlle clarity, easily formed semee appi�cations, grocery plates, thermal insulation, egg plasttc that can' be rlgitl or store meat trays, egg':cartons, cartons, vents, desk trays; rulers, foatnd :jGeneral purpose` clear; aspu bottles, cups, plates, heen'se plateframes, foam polystyrene hard" * cutlery packing, foam plates, cups, and`bnttle Tt;has a7�,° x(� ''A - utansils .. P^^ii V �� reiataveiy iow }meltutp w _ 3 ' r poin��Typ>cal apphcat�ons'� spacl�agmg, containers; hds, (cu trays, s,bo`'ttles'and ,.,3,� tither vUse of this code= on resin or Three and five gall Bottles, plastic lumber 2 indicates thattheFpackage;' ,:Dependent combination of resins. reusable water bottles; some applications: in quesion is --made t�+xth a r t c>,trus lmce and catsup �� resin.otherthanthes>x bottles H, W"d above, or istmadeFof' OTHER more'than one resin 1>sted'� E r above; and used in a multi r layer combuiation' zp � n i r C } - Reproduced with permission of the American Plastics Council (APC) DISCLAIMER APC MAKES NO WARRANTY, EXPRESS OR IMPLIED, RESPECTING THE ACCURACY OR COMPLETENESS OF THE INFORMATION PROVIDED HEREIN INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR USE OR PURPOSE. APC SHALL NOT BE RESPONSIBLE FOR ANY DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, DAMAGES FROM LOSS OF USE OR PROFITS, OR COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, IN CONTRACT, TORT OR OTHERWISE ARISING OUT OF GOODS OR IN CONNECTION WITH THE INFORMATION CONTAINED HEREIN. RECYCLING OF PLASTICS MAY NOT BE AVAILABLE EVERYWHERE. CHECK TO SEE IF PLASTICS RECYCLING IS AVAILABLE IN YOUR COMMUNITY. • 1 r