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Agenda Packets - Board - 2005-12-08d Costa . Mesa Sanjtar�,9 District ... an Independent Special District Greg Woodside Vice President Arlene Schafer Director Jim Ferryman President Art Perry 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, (949)645 -8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting — Thursday, December 8, 2005 RECOMMENDED ACTION. I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa 11. PLEDGE OF ALLEGIANCE — Director Schafer 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. C. Reports Minute Approval 1. Recycling Committee Meeting — November 14, 2005 2. Regular Meeting — November 16, 2005 3. Special Meeting — November 30, 2005 Protecting our community's health dy providing solid waste and sewer collection services. cmsdca. gov - Costa. Mesa Sanitov�q District; December 8, 2005 AGENDA Page 2 RECOMMENDED ACTION Manager's Reports 3. Refunds No Refunds 4. Occupancy Report and payment to Costa Mesa Disposal — November 2005 Approve 5. Monthly Spill Report to Regional Water Quality Control Board (RWQCB) Receive & File Engineer's Reports 6. Project Status Report Receive & File Treasurer's Reports 7. Financial Reports as of October 31, 2005 Accept Report 8. Treasurer's Reports as of November 30, 2005 Continue to January 12, 2006 Meeting 9 Warrant Register for the month of November in the amount of $568,112.26 Ratify Payments 10. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of November 2005 & Ratify Expenses • -------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - -- Vl. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS Vlll. MANAGER'S REPORTS A. Director Travel and Meetings Budget Report on Year -to -Date .�G Expenditures B. Field Maintenance Services Implementation Update V 1. Payment to City of Costa Mesa for November and December 1 -14, Consider 2005 Services C. CMSD Strategic Plan cw = fr- Aq em TM 1. Year 2005 Strategic Planning Action Items V�o �CM��3q,S�� <" Receive & File 2. New District Headquarters a. Building and Grounds Ad Hoc Committee i. Update on Improvementso rg ao - �iXw Accept Report - cA&H fwc 349. Nc�VF : s�cUfui Y t�GxP� CR�Wiil E �FI�FIrrS Protecting our community's health dy'providing solid waste andsewer collection services. www.emsdcagov - Costa _Mesa Sanita -q District AGENDA December 8, 2005 Page 3 RECOMMENDED ACTION /� 3. Response from CR &R on Trash Collection Rates j2��%fJ .�sT�tP %Discussion & Recommend * Yv L -W4-I` N15 , nn Special Meeting 4. Year 2006 Strategic Planning Meeting �- POS %IVP 0007 Consider IfIX D. - Recycling Reports 1. Waste Diversion Report - November 2005 Receive & File E. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for November 2005 Services Ratify Subject to Verification of Diversion Report by Staff /F. Standardized Trash Container Program Reports - Consider Joint Meeting with Midway City Sanitary District (MCSD) at Accept Report �MSD Headquarters Recycling Committee - Monday, December 5, 2005 - 12:00 p.m., CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Woodside and Worthington) 1. Report from City of Costa Mesa Management Analyst on Accept Report City's Recycling Program 2. Recycling Committee Goals for 2005/2006 Update on Activities 3. 2005 School Telephone Book Recycling Program Accept Report 4. Universal Waste - Requirements Effective February 9, 2006 Accept Report IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) 1. General Update Verbal Report 2. Project No. 174 - Grease Control Program Development Update lopmB. Development Agreement at 1901 Newport Blvd. - Excess Sewer Flows Consider Agreement X. TREASURER'S REPORTS A. Investment Oversight Committee Meeting - Thursday, Accept Report • December 8, 2005, 5:30 p.m. (Directors Woodside & Schafer) Protecting our community's health by providing solid waste and sewer collection services. V1VW.crosdcagov - Costa Mesa Sahlta -ry District AGENDA 46 XI. ATTORNEY'S REPORTS A. Costa Mesa Disposal and CR Transfer Consolidated Agreement B. Public Entity has Discretion to Limit Public Comment (Chaffee v. San Francisco Public Library Commission) XII. LOCAL MEETINGS (Includes Reports by all Directors Representing the District) A. Orange County Sanitation District (OCSD) B. Santa Ana River Flood Protection Agency C. Independent Special Districts of Orange County (ISDOC) D. Local Agency Formation Commission (LAFCO) E. California Special Districts Association (CSDA) 1. CSDA 2006 Membership Dues in the amount of $2,774.00 2. Attendance by Directors at CSDA Meetings F. California Association of Sanitation Agencies (CASA) G. Meetings of: Costa Mesa City Council OCCOG WACO Chamber of Commerce XIII. OLD BUSINESS XIV. NEW BUSINESS A. OCTA Special Measure M Presentation XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT December 8, 2005 Page 4 RECOMMENDED ACTION Update Accept Report Accept Report Accept Report Accept Report Accept Report Accept Report Authorize Payment Consider Accept Report Report on Matters Pertaining to CMSD Consider Protecting our community's health by providing solid waste and sewer collection services. www.crosdcagov 0 COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING NOVEMBER 14, 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 12:00 p.m. RECYCLING COMMITTEE GOALS FOR 2005/2006 The Committee reviewed the 2005/2006 recycling goals. ® Mr. Fauth reported the Boys and Girls Club recycling project is progressing with two to three weeks remaining to complete the program. Upon verification the cans were collected and taken to the Orange Coast College Recycling Center for redemption, the District will present the $100 award. • 2005 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak informed the Committee the 2005 School Telephone Book Recycling Program is underway and will run through December 16, 2005. Bins were delivered to the twenty -six participating schools, Orange Coast College Recycling Center and Costa Mesa City Hall. St. Joachim is not participating this year due to construction at their facility. Connell Chevrolet is a sponsor again this year and presented a $300 donation to the District. The Baskin Robbins store located at Baker and Harbor will give ice cream cone certificates for which the District will reimburse the owner $1.00 per redeemed coupon. At the ,November 16, 2005 Board of Directors Meeting, the Committee will recommend an increased grand prize award for the contest winning schools in the elementary, middle school and high school categories. Protecting our community's Health by providing solid waste and sewer coflection services. crosdcagov ?i Costa Mesa Sanitary District Min6tes of 'Recycling Committee Meeting November 14, 2005 Page 2 UNIVERSAL WASTE - REQUIREMENTS EFFECTIVE FEBRUARY 9, 2006 Mr. Fauth presented a fact sheet on Managing Universal Waste in California and requirements effective February 9, 2006. Universal wastes are hazardous wastes that are more common and pose a lower risk to people and the environment than other hazardous wastes. Fluorescent tubes pose the biggest problem. Staff will address the issue with Donna Theriault, Recycling Coordinator for the City of Costa Mesa and will invite her to the next Recycling Committee meeting to present the solution posed by the multi - family trash haulers in the City. Staff will also contact CR Transfer to ascertain how they are handling universal waste. CR Transfer has previously stated to the District that they are already in compliance with the new law for all trash collected in the District. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 12:54 p.m. Secretary President Protecting our community's health by providing solid waste and sewer collection services. gov Ll • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 16, 2005, at 12:00 p.m. at 628 W. 19th Street, Costa Mesa. President Ferryman called the meeting to order at 12:00 p.m. PLEDGE OF ALLEGIANCE Director Perry led the Pledge of Allegiance INVOCATION Director Ferryman gave the invocation. ROLL CALL DIRECTORS PRESENT: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington DIRECTORS ABSENT: 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; Sherry Kallab, Accountant; Denise Gilbert, Permit Processing Specialist OTHERS PRESENT: None ' - COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 2 . ............................... CONSENT CALENDAR . ............................... Ms. Davis reported the memorandum in the Board packet dated November 1, 2005 - Carryover Requests FY 2005 -06 was revised in a memorandum dated November 14, 2005. The revised Carryover Request was provided as a handout at the meeting. Director Schafer motioned to approve the Consent Calendar as presented, with the Revised Carryover Request. Director Worthington seconded. Motion carried 4 -0. REPORTS MINUTE APPROVAL Minutes of Recycling Committee Meeting — October 10, 2005 Minutes of Regular Meeting, October 12, 2005 MANAGER'S REPORTS Refunds The Minutes of the Recycling Committee Meeting of October 10, 2005, were approved as distributed. The Minutes of the Regular Meeting of October 12, 2005, were approved as distributed. There were no refunds for the month of October 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $194,735.35 increase of 9 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of November 1, 2005. November 2005 Therefore, the total for November is 21,270. Board directed Staff to prepare a warrant for $194,735.35 to Costa Mesa Disposal on December 1, 2005, for November 2005 collection count of 21,270. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for October 2005 Control Board (RWQCB) was accepted as submitted. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 3 ENGINEER'S REPORTS Project Status Report The Project Status Report dated November 2005 was accepted as submitted. Safety Loss Control The Safety Loss Control Meeting Minutes of Meeting Minutes — October October 18, 2005, were accepted as submitted. 18, 2005 TREASURER'S REPORTS Financial Report as of The Financial Report as of September 30, 2005 September 30, 2005 was accepted as submitted. Treasurer's Report as of The Treasurer's Report as of October 31 was October 31, 2005 accepted as submitted. Warrant 2006 -5 for Warrant Resolution #CMSD 2006 -5 was approved, October 2005 in the authorizing the President and Secretary to sign the amount of $1,030,333.83 warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $1,030,333.83. Directors Expenses for the Director Compensation and Expense Month of October 2005 Reimbursement for the Month of October 2005 were approved and ratified as follows: Director Ferryman: $340.00 Director Perry: $510.00 Director Schafer: $1,020.00 + 41.25 Director Woodside: $510.00 Director Worthington: $1,020.00 Carryover Request FY- The Carryover Request FY 2005 -06 showing 2005 -06 $5,058,877 Total CIP Carryover Budget Request and $310,591 Total Revenue Carryover Budget Request was approved as submitted. ........................... END OF CONSENT CALENDAR .......................... • COSTA MESA SANITARY DISTRICT u => MINUTES OF BOARD OF DIRECTORS REGULAR MEETING -- NOVEMBER 16, 2005 PAGE 4 WRITTEN COMMUNICATIONS Ms. Revak reported receiving written communication from Mr. Arthur T. Leahy, Chief Executive Officer, OCTA, requesting participation in a Measure M presentation. Discussion was held. Staff will investigate the details of the program and report back to the Board. - Director Woodside arrived - 12:06 p.m. PUBLIC COMMENTS There was no public in attendance, no public comments made. MANAGER'S REPORTS FIELD MAINTENANCE SERVICES Mr. Hamers provided an update on implementation. Staff is holding regular meetings to prepare for Option A, as discussed at the October meeting — hiring a supervisor, contracting out sewer maintenance cleaning and pump station maintenance. Mr. Hamers reported he is waiting to hear back from Mesa Consolidated Water District on leasing temporary yard space. CLOSED SESSION TO CONSIDER EMPLOYMENT OF MAINTENANCE SUPERVISOR PURSUANT TO GOVERNMENT CODE SECTION 54957 The Board went into closed session at 12:10 p.m. The Board reconvened to Regular Session at 12:50 p.m. with no reportable action. • • • • • • COSTA MESA SANITARY DISTRICT MINUTES'OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 5 CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS NEW DISTRICT HEADQUARTERS BUILDING AND GROUNDS AD HOC COMMITTEE UPDATE ON IMPROVEMENTS Mr. Fauth reported the flag pole has been installed and final inspection requested, the doors are in and scheduled to be installed on November 22, 2005, and the vendor,for the roof has been contacted but has not made an inspection to provide an estimate. RESPONSE FROM CR &R ON TRASH COLLECTION RATES Mr. Hamers reported meeting with representatives from CR &R to discuss trash collection rates. Mr. Hamers presented a memo dated October 18, 2005, from David Ronnenberg and Dan Otting stating they would provide an official response letter no later than November 1, 2005. Mr. Hamers recommended having a special meeting with CR &R to discuss the issue with the Board. Mr. Hamers stated he would contact Mr. Ronnenberg again requesting a response, RECYCLING REPORTS WASTE DIVERSION REPORT -OCTOBER 2005 Ms. Revak presented the Waste Diversion Reports for October 2005 showing a 50.90% diversion rate. Director Perry motioned to receive and file the report. Director Schafer seconded. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT ,a <, MINUTES OF BOARD OF DIRECTORS REGULAR MEETING is NOVEMBER 16, 2005 PAGE 6 CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR OCTOBER 2005 SERVICES Director Perry motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of October 2005 in the amount of $180,149.97. Director Schafer seconded. Motion carried 5- 0. STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Fauth reported the District is out of 90- gallon containers and requested the Board approve purchasing additional containers. Ms. Davis requested additional information before placing a large order and obtaining a budget adjustment. Discussion was held. Board provided direction to Mr. Fauth to order 100 additional 90- gallon containers. Mr. Fauth will attempt to revise a previous 60- gallon order to Roto Industries to 90- gallon containers. Mr. Fauth will provide a revised Standardized Container Distribution List for future meetings. Mr. Fauth presented the Ordinance Enforcement Summary Report highlighting the monitoring by Mr. Shef on Placentia Avenue. Mr. Fauth presented a CR Transfer Tonnage Comparison chart and provided a review. The increase in tonnage is a factor causing the increase in trash containers. Director Worthington suggested a population factor be included in the tonnage comparison chart. JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT (MCD) AT CMSD HEADQUARTERS Ms. Revak reported she contacted Midway City but has not been given a meeting date. Director Schafer suggested Ms. Revak contact Bill Nakasone, General Manager, to receive a response regarding a joint meeting. I^I 1�I 0 • COSTA MESA SANITARY DISTRICT MINUTES'OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 7 Director Schafer suggested Ms. Revak contact Bill Nakasone, General Manager, to receive a response regarding a joint meeting. RECYCLING COMMITTEE - MONDAY, NOVEMBER 14, 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 provided a brief update on current programs. 2005 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Director Woodside reported the Telephone Book Recycling Program will begin on November 14 and run through December 16, 2005. Director Woodside recommended raising the award presented to the top schools by using the money allocated to the two schools who are not participating. UNIVERSAL WASTE - REQUIREMENTS EFFECTIVE FEBRUARY 9, 2006 Director Woodside reported the Committee will invite Donna Theriault from the City of Costa Mesa to discuss the City's handling of Universal Waste. The Committee would like the Board to request a letter from CR &R as to how they comply with hazardous materials recycling requirements. Mr. Hamers will prepare the letter on behalf of the Board President. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS - (WDR) GENERAL UPDATE Mr. Hamers provided a brief update on the Steering Committee, the General Committee, and the State WDR. Mr. Burns reported receiving a response from CASA stating they are working on the matrix and will provide it to the District as soon as it is completed. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING �- NOVEMBER 16, 2005 PAGE 8 PROJECT NO. 174 - GREASE CONTROL PROGRAM DEVELOPMENT Mr. Hamers reported the Grease Control Program is working well. Mr. Fauth reported 51 % of establishments have returned permits. DEVELOPMENT AGREEMENT AT 1901 NEWPORT BLVD. - EXCESS SEWER FLOWS Mr. Hamers reported the agreement will be signed as soon as the developer is ready to connect to the sewer. TRACT NO. 16600, NORTHERLY CORNER ORANGE AVENUE AND 23RD STREET Mr. Hamers presented the sewer easement, Tract No. 16600, Northerly Corner Orange Avenue and 23rd Street, for acceptance. Director Schafer motioned to approve acceptance of sewer easement for Tract No. 16600, Northerly Corner Orange Avenue and 23rd Street. Director Woodside seconded. Motion carried 5 -0. VACATION OF CMSD SEWER EASEMENT AT 330 W. BAY STREET & 2075 NEWPORT BOULEVARD Mr. Hamers presented a report on the sewer easement at 330 W. Bay Street and 2075 Newport Boulevard, recommending vacation in concept pending appropriate requirements and documents. The developer of 330 W. Bay Street has represented that both the owner of 330 W. Bay Street and Public Storage at 2075 Newport Boulevard request vacation of the District's sewer easements and agrees to the District's construction requirements for the vacation. Director Perry motioned to accept the vacation of CMSD Sewer Easement at 330 W. Bay Street & 2075 Newport Boulevard in concept. Director Woodside seconded. Motion carried 5 -0. TREASURER'S REPORTS RESOLUTION NO. 2005 -717 - PAYING & REPORTING THE VALUE OF EMPLOYER PAID MEMBER CONTRIBUTIONS 0 Ms. Davis presented Resolution No. 200 -717 - Paying & Reporting the Value of Employer Paid Member Contributions. 0 • • 0 COSTA MESA SANITARY DISTRICT u` MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 9 Director Perry motioned to adopt Resolution No. 2005 -717 - Paying & Reporting the Value of Employer Paid Member Contributions. Director Woodside seconded. Motion carried 5 -0. ATTORNEY'S REPORT COSTA MESA DISPOSAL AND CR TRANSFER CONSOLIDATED AGREEMENT Mr. Burns provided a copy of an additional letter dated November 10, 2005, to David Ronnenberg, CR &R, requesting a response on the consolidated agreement. RESOLUTION NO. 2005 -716 - IN SUPPORT OF "NO TIME TO WASTE: A BLUEPRINT FOR CALIFORNIA WATER" Mr. Burns presented Resolution No. 2005 -716 — In Support of "No Time to Waste: A Blueprint for California Water." Director Schafer motioned to adopt Resolution No. 2005 -716. Director Woodside seconded. Motion carried 5 -0. AB 1234 - THE NEW "LOCAL GOVERNMENT SUNSHINE LAW" Mr. Burns presented a memorandum on AB 1234. TRC AGREEMENT - WEBSITE UPDATE Mr. Burns presented a standard professional services agreement for the Board's consideration. Mr. Fauth reported the contract will modify the website to enable Staff to modify specific items on the website. Director Schafer motioned to approve contract to Technology Resource Center for website modifications and to appropriate funds in the amount of $3,870.00. Director Perry seconded. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT +� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 10 LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTING THE DISTRICT) ORANGE COUNTY SANITATION DISTRICT (OCSD) REGULAR MEETING - NOVEMBER 16, 2005 (PRESIDENT FERRYMAN Director Ferryman reported the following: ■ Jim Ruth hired as interim general manager SANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING - NOVEMBER 9, 2005 (PRESIDENT FERRYMAN /DIRECTOR PERRY Directors Perry and Ferryman attended the meeting and reported the • following: • Prado Dam Project - 40 properties have been acquired with 140 additional properties scheduled to be acquired. • Green River Golf Course in the process of being purchased. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) QUARTERLY MEETING - FRIDAY OCTOBER 28, 2005 Director Schafer attended the Quarterly Meeting and reported they discussed the following: • Election • Governor's staff member present LOCAL AGENCY FORMATION COMMISSION ( LAFCO) Director Schafer attended the October 12 LAFCO meeting and reported they discussed the following: • MSRs — 60% by the end of the year • Three water districts to merge with Irvine Ranch Water District • Leadership Conference - January 13 -15, 2006, in Arrowhead • is COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ° NOVEMBER 16, 2005 =.- PAGE 11 CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer reported she participated in multiple conference calls, and reported there is an upcoming Strategic Planning Conference. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) 2006 CASA MID -YEAR CONFERENCE IN INDIAN WELLS JANUARY 18 -21, 2006 President Ferryman reported there is a Mid -Year Conference scheduled for January 18 through January 21, 2006 in Indian Wells. All interested Board members will contact Ms. Revak to make arrangements before December 17, 2005. MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE CHAMBER OF COMMERCE Director Schafer reported the Chamber of Commerce held a luncheon instead of a meeting. OCCOG Director Schafer attended a closed session of OCCOG as an alternate for Phil Anthony. OLD BUSINESS There was no old business discussed. NEW BUSINESS COSTA MESA HISTORICAL SOCIETY Director Worthington motioned to approve membership in the Costa Mesa Historical Society in the amount of $150. Director Schafer seconded. Motion carried 5 -0. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS 0 Discussion was held regarding scheduling a holiday celebration. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING -- NOVEMBER 16, 2005 PAGE 12 • ADJOURNMENT At 1:51 p.m., President Ferryman adjourned the meeting. SECRETARY PRESIDENT • • f fite COSTA MESA SANITARY DISTRICT Board of Directors Special Meeting Held November 30, 2005 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on November 30, 2005 at 12:00 p.m. at District Headquarters, 628 W. 19`h 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; Alan • Burns, District Counsel; Sherry Kallab, Accountant Others Present: Donald E. Gregg, Agent Karl Dulake Curtis & Associates 3261 Iowa Street 3187 -F Airway Avenue Costa Mesa, CA Costa Mesa, CA • The.Special Meeting was called to order by President James Ferryman at 12:00 p.m. 1. Sewer System Maintenance and Operations Program A. Update on Maintenance Supervisor Position and Transfer of Money within Budget Mr. Hamers presented on overview of the sewer system maintenance and operations program and introduced Karl Dulake, who will become the CMSD Maintenance Supervisor effective December 12, 2005. Protecting our community's health by providing solid waste and sewer collection services crosdcagov CMSD Special Meeting Held November 30, 2005 Page 2 0 B. Approval of Lease for CMSD Yard Mr. Fauth presented options for leasing and /or purchasing a Maintenance Yard for the District with possible lease locations on 17`h Street, the Wickes Furniture parking lot and a property to purchase at 2050 Charle Street. Director Schafer motioned to address an item as the need arose after the agenda was posted. The motion was seconded by Director Perry. Motion passed 5 -0. Mr. Fauth informed the Board of an opportunity to purchase property at 2050 Charle Street arose after the agenda was posted. An offer, contingent on the buyer obtaining financing, was made on the property that expires on Friday, December 2, 2005. After discussion, Director Schafer motioned to authorize District Staff to make an offer of $980,000 cash with a sixty -day escrow or sooner with normal contingencies. Director Perry seconded. Motion passed 5 -0. C. Approval of Jimni Agreement • Jimni will sign Emergency Services Agreement to cover services provided prior to execution of an Agreement to provide pump station maintenance services to the District. D. Approval of National Plant Services Agreement An Emergency Services Agreement is in place with National Plant Services. An Agreement to provide maintenance line cleaning for the CMSD is being drafted. National Plant is under agreement for the CMSD televising program under the OCSD Grant. E. Approval of TRC Telemetry Modification Agreement and Transfer of Funds Mr. Fauth presented a proposal from Technology Resource Center (TRC) to provide telemetry services to the District, a modification to the Agreement already in place with the District. The City of Costa Mesa is asking in excess of $60,000 per year to continue providing telemetry services; the TRC cost is $8,123 per year. Director Perry motioned to • Protecting our community's health by providing solid waste and sewer collection services crosdcagov 1 4 l CMSD Special Meeting Field November 30, •2005 Page 3 • approve the TRC telemetry modification. Director Schafer seconded. Motion passed 5 -0. Ms. Davis presented a Fiscal Year 2005 706 Budget Transfer Request to move $1,287,691 from CIP closed projects and from Project #156 to the Telemetry System Upgrade, Waste Discharge Requirements/WDR Phase III, Capital Facilities Acquisition and Sewer Salary and Benefits. Director Schafer motioned to approve the funds transfer. Director Perry seconded. Motion passed 5 -0. Director Perry left the meeting at 1:30 p.m. F. Approval of Purchase of Vehicles Director Schafer motioned to approve in concept the purchase of a utility truck and pick -up truck necessary for sewer operations subject to Staff obtaining the best price for the District through piggy- backing or considering used vehicles. Director Worthington seconded. Motion passed 4 -0. G. Discussion on Incorporation of Televising Grant into Sewer Maintenance Program Mr. Hamers described how National Plant Services will perform both the sewer line cleaning and sewer line televising under the Grant program. II. Approval of Attendance at California Association of Sanitation Agencies (CASA) 2006 Mid -Year Conference in Indian Wells — January 18 -21, 2006 Directors Ferryman, Schafer and Worthington expressed interest in attending the CASA 2006 Mid -Year Conference at Indian Wells on January 19 and 20, 2006. Director Woodside motioned to approve attendance at the Conference by Directors Ferryman, Schafer and Worthington. Director Schafer seconded. Motion passed 4 -0. President Ferryman adjourned the meeting at 1:40 p.m. 0 President Secretary Protecting our community's Health by providing soCtd waste and sewer co!(ection services crosdcagov • '= Costa Mesa Sanitary District PROJECT STATUS REPORT December 2005 Project 1112100 -101 West Side Pumping Station Abandonment Study The Manager /District Engineer and engineering staff met with an environmental consultant to determine whether the project will be categorically exempt, require a Negative Declaration, or whether an Environmental Impact Report (EIR) will be required under the CEQA requirements. The consultant will prepare a proposal for an environmental constraint study after the District prepares a new map of the overall project. Project 1112100 -129 Bristol Street Pumping Station The County of Orange plans on widening Irvine Avenue from Bristol Street to University Drive, which will cause relocation of the CMSD Tustin Pumping Station. The District can upgrade the station to a level able to serve the redevelopment of the area. The upgrade alleviates the need for the Bristol Street Pump Station and'the project can be reduced to construction of a new gravity sewer only. These findings were submitted to the Orange County SDevelopment Agency and as requested the Sanitary District prepared a new three party agreement reflecting these findings. The agreement is being reviewed by the three agencies. Project 1112100 -135 Reconstructing Force Main for Elden Pumping Station Phase II Construction is complete. The District and City of Costa Mesa are awaiting comments from the State on the easement and rights -of -way documents submitted. A reminder letter was sent to the O.C. Fairgrounds to continue consideration of the easements. Project 1112100 -159 Televising Sewer Lines Program Years 98 -99, 99 -2000 Areas are televised as needed. Project 1112100 -162 Pilot Program -Use of Enzymes to Control Grease and Odors The enzyme and bacteria study being performed by the consultant for the WDR co- permittees alleviates the need for this project, therefore, it is being closed. • Project 1112100 -166 Manhole & Pump. Station Coating & Miscellaneous Work The project was completed in July 2005. i Project 1112100 -167 Emerson Street Sewer Relocation Staff met and discussed the project, which consists of the proposed enlargement of an existing 6" sewer lateral to an 8" sewer main because it serves multiple residences. Staff concluded that the cost of the improvement should be borne by the residences served by the lateral instead of the District as a whole. This agrees with the independent engineer's review of the project. Therefore, the Manager /District Engineer is closing the project. The Manager /District Engineer will advise the residents of the sewer situation and will provide assistance if requested. The project may be re- opened in a limited manner at a future date. Project 1112100 -168 Tustin Pumping Station Remodel or Relocation The construction of the Phase I gravity sewers is complete and the District Engineering Staff is designing the new pumping station. Project 1112100 -171 Tustin Pump Station Force Main Rehabilitation -Phase I The design phase is continuing. Project 1112100 -173 South Coast Plaza Pump Station Force Main Replacement The design phase is continuing. 49 Project 1112100 -174 FOG Program Development and Implementation The Board approved a consultant agreement with EEC to prepare program documents for the District's fats, oils, and grease (FOG) program and to perform first year implementation services. The program documents were reviewed and approved by the Board at a special meeting on December 6, 2004 and the implementation began in January 2005. Letters and permits have been mailed to the food service establishments and follow -up inspections are in progress. Project 1112100 -175 OCSD Cooperative Project Grant - Televising CMSD Sewer Lines The project was awarded at the July 2005 regular meeting, however, the contractor delayed signing the agreement due to indemnification concerns. The agreement is signed and the televising will be coordinated with the re- structured sewer system maintenance program. Protecting our community's health by providing solid waste and sewer collection services. crosdca.gov 0 • • TO: Costa Mesa Sanitary District Board of Directors FROM: Ron Shef, Ordinance Enforcement Officer DATE: December 1, 2005 .SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers the monthly period of November 2005. The Thanksgiving Holiday caused collection to be late one day off setting to Friday and Saturday of that week. Distribution of flyers were suspended that week to eliminate confusion to residents. Twelve flyers were distributed in November with six containers over sprayed for graffiti. Residents still leave bags of newspapers out for scavenger pick up. Also, many homes have extra bags of trash left on top of containers for collection. All flyers & posters for the telephone book recycling program have been delivered. Several schools on the Westside again suggested having flyers printed in Spanish since those students make up the majority of enrollment and the parents who receive these flyers communicate at home in Spanish. Possibly five to seven schools need 60 % -70% in Spanish (printed on reverse side). Flyers and posters were delivered to all participating sponsors. Finally most retail stores having Christmas trees for sale have had them delivered during the Thanksgiving week. December 1, 2005 Mr. Robin Hamers RECEIVED CITY OF COSTA MESA DEC - 2 2005 CALIFORNIA 92628 -1200 P.O. BOX 1200 COSTA MESA SANITARY DISTRICT FROM THE OFFICE OF THE CITY MANAGER General Manager Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 Subject: Final Disposition of Tools, Equipment, and Machinery Dear Mr. Hamers: Staff from both of our agencies have been working diligently over the last several months to provide for a smooth transition as the District phases out the contracted services provided by the City. The City is scheduled to cease work for the District as of 12:01 a.m. on December 15, 2005. One of the items currently in discussion between staff is the ownership of certain pieces of equipment, as well as some tools and machinery. I have met and consulted with City staff regarding this issue, and have developed the attached list to show where I believe the ownership lies. In most, if not all, of the instances where City ownership is shown, these tools, equipment, and machinery were purchased by the City, under the budgeted "Sanitation" account, in order for the City to fulfill its prior contractual obligations to the District. It should be noted that this same account was used to pay for City employees performing work under the City /District agreement. As such, the tools, equipment, and machinery purchased under this account would continue to remain the property of the City after the services with the District are discontinued. Also, as we had discussed previously, any tools, equipment, or machinery that is specific to the operation and maintenance of sewer systems, and can only be used for that purpose, shall become the property of the District. I have also included in the attached list the telemetry equipment that is currently found in the City Communications Building and the City Corporation Yard. Please note that two (2) pieces of equipment on that list, namely the two Motorola MTR 2000 components, currently are set up to receive and transmit the City's exclusively - licensed radio communication frequency. Either the frequency reception/transmission component of the equipment will need to be physically disabled by your agency prior to its removal from the premises, or an agreement signed which acknowledges that your agency will not be utilizing the City's radio frequency at any time in the future, as allowed by these units, without written authorization from the City. 77 FAIR DRIVE (714) 754 -5327 FAX (714) 754 -5330 TDD (714) 754 -5244 Mr. Robin Hamers Page 2 December 1, 2005 I have also included as an attachment the City - generated calculation for the monthly fee for the final six weeks of the City's service to the District. This calculation was provided to you on November 17, 2005, and absent any corrections, will be billed for the month of November and partial month of December 2005. Once again, the City thanks the District for its excellent working relationship over the years, and looks forward to continued cooperation for the benefit of all Costa Mesa residents and businesses. Please feel free to contact me if there are any questions, or if additional information is needed in reference to the attached list. Sincerely Allan L. Roeder City Manager Attachments c: Costa Mesa Sanitary District Board of Directors Costa Mesa City Council Members Marc Puckett, Finance Director • Steve Mandoki, Administrative Services Director William J. Morris, Public Services Director Bruce Hartley, Maintenance Services Manager DISPOSITION OF TOOLS, EQUIPMENT, • ARY CCONTRACT OBLIGATIONS USED IN PERFORM OF CITY /SANITARY NOVEMBER 2005 Upon cessation of the City providing services for the maintenance of Costa Mesa Sanitary District facilities on December 15, 2005, at 12:01 a.m., the following shall delineate the ownership of certain items used for these services: OWNERSHIP ITEM DESCRIPTION CITY DISTRICT 1 Craftsman 20" Drill Press X X 2 Craftsman Rollaway To and Tools 3 Professional Sandblast Equipment and Cabinet X 4 Homelite Yard Sweep Blower X X 5 C.V. Transtation Craneveyor w /Yale 35000 lb. Chain Hoist Small Generac Generator — 5,550 Watts Rated X X 6 7 Wachs Chicago Pow -R -Drive Valve Operator 8 Rid id Shop Vacuum X X 9 8" — 10" Sewer Line Plugs X 10 10" — 12" Sewer Line Plus X 11 Manhole Air Blowers (3) — (1) 12 Volt D. C.; (1) 110 • Volt A.C.; 1 Gas Power Portable Pump Bypass Hose — 6" x 300' X 12 X 13 (2) Portable (trailer mounted) Barnes Sewer Pumps - (1 ) Yellow; 1) Green X 14 (2) Generac (trailer mounted) generators — (1) GR 190 Generator; 1 GR 85 Generator X 15 Shelved Sewer Pump Parts, Clamps, and Sleeves X 16 Submersible Sewer Pumps X 17 Manhole Covers and Rings X 18 Assorted CMSD Signs X 19 HP Vectra VL 400 DT SCADA Com uter X 20 21" Hitachi Computer Monitor X 21 Comm Center Rack 9 X 22 Motorola MTR 2000 * X 23 Motorola MTR 2000 * X 24 US Robotics Modem, 56K X 25 Motorola CPU — Module 0 X 26 Motorola UO — Module 1 X 27 Micron Millenium SCADA Com uter -Mfrd 03/1997 28 Panasonic KX -P1150 Multimode Printer X 29 HP Vectra VL 400 DT SCADA Computer X 30 NEC ultixync XV 17+ Com uter Monitor X X 31 HP Desk' et 895 Cxi Printer X 32 Grey File Cabinet CM #4113 • *Contains City - licensed radio frequency chips — please see cover letter • SANITATION CREW COSTS TO BE DEDUCTED FROM VERBAL CONTRACT FOR SEWER CLEANING SERVICES FROM NOVEMBER, 2005 THROUGH DECEMBER 14, 2005 1. Current Monthly Cost of Two Man Crew with Vactor Truck - Two Senior Maintenance Workers & One Sewer Cleaner 4 weeks @ 40 hours per week @ $25.48 per hour x 2 men $ 8,154 Benefits @ 35% $ 2,854 Vactor (403A) $471 per month $ 471 Total Monthly Cost for Second Crew $11,479 2. Deduction from existing verbal contract for deleting one crew from the full Maintenance Services- Existing Verbal Contract from July, 2004: $ 45,88333 per month Current Actual City Costs as of July, 2005: $ 50,508.33 per month 0 Current rate of reimbursement to City = $ 45,883.33/ $ 50,508.33 = .908 = 90.8% Adjustment for Cost of City Crew under existing verbal contract of July, 2004 = .908 ($ 11,479) _ $10,422.93 per month 3. New monthly fee after removal of one sanitary maintenance crew on November 1, 2005- $ 45,883.33 - $ 10,422.93 = $ 35,460.40 per month from November 1, 2005 through December 14, 2005 Summary: New Billing Rate - $ 35,460.40'Per Month (Last month to be prorated) #31j7/6,37 AGREED: --- -- - - -- --------------------- - - - - -- --- ---------- --- - - - - - - -- - - - - -- Rob Hamers, Manager Date William J. orris Date Costa Mesa Sanitary District City of Co a Mesa •