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Agenda Packets - Board - 2006-03-23a . �i�� at -strut Arta an Independent. Special District 31 r. `a AGENDA Jim Ferryman President Greg Woodside Vice President Arlene Schafer Director .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, Marcia 23, 2006 is I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Perry O 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 1. Regular Meeting — February 8, 2006 2. Special Meeting — February 9, 2006 3. Recycling Committee Meeting — February 10, 2006 a4. Special Meeting — February 27, 2006 RECOMMENDED ACTION Protecting our community's' health by providing solid waste and sewer collection services. crosdcagov Costs Mesa Sanita -r- DlstvlCt AGENDA - • 0 Manager's Reports 5. Refunds 6. Occupancy Report and payment to Costa Mesa Disposal — February 2006 7. Monthly Spill Report to Regional Water Quality Control Board (RWQCB) 8. Minutes of Office Staff Meeting Re Human Resources & Operations March 15, 2006 Engineer's Reports 9. Project Status Report 10. Minutes of Safety /Loss Control Meeting of February 7, 2006 Treasurer's Reports 11. Financial Reports as of January 31, 2006 12 Financial Reports as of February 28, 2006 13. Treasurer's Reports as of February 28, 2006 14. Warrant Register for the month of February 2006 in the amount of $619,254.16 15. Directors' Compensation and Reimbursement of Expenses for the Month of February 2006 -- - - - - -- -END OF CONSENT CALENDAR VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Preliminary 2006 -07 Capital Improvement Projects & Sewer Budget B. Field Maintenance Services C. CMSD Strategic Plan 1. Year 2005/2006 Strategic Planning Action Items • a. Item 3.1 - 9/80 Work Schedule with Headquarters Closed Every Other Friday March 23, 2006 .Page 2 RECOMMENDED ACTION No Refunds Approve Receive & File Receive & File Receive & File Receive & File Receive & File Receive & File Receive & File Ratify Payments Approve Compensation & Ratify Expenses Accept Report Implementation Update Receive & File Accept Report Protecting our community's health by providing solid waste and sewer coffection services. www.crosdcayov Costa Mesa. Sranitaq District AGENDA March 23, 2006 Page 3 • RECOMMENDED ACTION 2. New District Headquarters a. Building and Grounds Ad Hoc Committee i. Update on Roof, Gutters and Column Improvements Accept Report L Ram # Y7J'9 3a yR • -i 9/71 `M r'R; 09$m iz�- Fc�r,�F b. 1780 Whittier Purchase Update Accept Report D. Recycling Reports 1. Waste Diversion Report — January 2006 Receive & File 2. Waste Diversion Report — February 2006 Receive & File E. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for February 2006 Services Ratify Subject to Verification of Diversion Report by Staff Standardized Trash Container Program Reports Consider • G Recycling Committee — Monday, March 20, 2006 — 12:00 p.m., CMSD Board Room, 628 W. 19th Street, Costa Mesa �(Directors Woodside and Worthington) 64 U 1. Recycling Committee Goals for 2005/2006 9 2. Universal Waste — Requirements Effective February 9, 2006 3. Tour of CR &R and Landfill — February 21, 2006 f/ Spring 2006 Newsletter (Trash) IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) 1. General Update B. City of Newport Beach Resolution of Application to Reorganize Territory known as the Western Borders Reorganization C. President Pumping Station — Purchase of New Pumps D. OCSD Comments on City of Costa Mesa Westside Urban Plans 0 E. OCSD Cooperative Projects Contract No. 0403, Amendment No. 1, CMSD Project No. 175 Update on Activities Accept Report Accept Report Accept Report Accept Report Accept Report Award Purchase Accept Report Consider & Execute Agreement Protecting our community's Health by providing solid waste and sewer collection services. wurw.crosdcayov Costa Mesa Sanitay,� District AGENDA - • X. TREASURER'S REPORTS A. Investment Oversight Committee Meeting Held March 23, 2006 At 5:30 p.m. (Directors Ferryman and Worthington) B. Budget Study Session C. Preliminary Budget Calendar D. Selection of Independent Auditors XI. ATTORNEY'S REPORTS A. Costa Mesa Disposal and CR Transfer Master Agreement §A. National Plant Services Agreement for Sewer Line Cleaning C. JIMNI Systems Inc. Agreement for Pumping Station Maintenance ' D. Environmental Engineering & Contracting (EEC) Agreement *V- C &R Drains Agreement XII U F. License Agreement for Temporary Use of Costa Mesa Sanitary District Parking Lot LOCAL MEETINGS (Includes Reports by all Directors Representing the District) A. Orange County Sanitation District (OCSD) — February 22, 2006 and March 22, 2006 (President Ferryman) B. Santa Ana River Flood Protection Agency (SARFPA) — (Director Perry) C. Independent Special Districts of Orange County (ISDOC) (Director Schafer) 1. Quarterly Meeting Thursday March 30 2006 D. Local Agency Formation Commission (LAFCO) (Director Schafer) E. California Special Districts Association (CSDA) (Director Schafer) March 23, 2006 Page 4 RECOMMENDED ACTION Accept Report Schedule Meeting Accept Report Award Contract Consider Additional Provisions to Agreement Execute Agreement Execute Agreement Execute Agreement Execute Agreement Ratify Agreement Accept Report Accept Report Accept Report Consider Attendance Accept Report Accept Report Protecting our community's health by providing solid waste and sewer collection services. www.cmsdea.gov T Costa Mesa Sa iw y r District ` AGENDA F. California Association of Sanitation Agencies (CASA) 1. 2006 Spring Conference — April 26 — May 30, 2006 at Squaw Creek (Directors Schafer and Worthington) G.. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 XIII. OLD BUSINESS XIV. NEW BUSINESS XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT • CJ March 23, 2006 Page 5 RECOMMENDED ACTION Consider Attendance Report on Matters Pertaining to CMSD Protecting our community's Health by providing solid waste and sewer collection services: wurw.crosdcagov !• «.�� �° �txt tl COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on February 8, 2006, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. President Ferryman called the meeting to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Director Schafer led the Pledge of Allegiance. INVOCATION Director Woodside 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; Debbie Bjornson, Permit Processing Specialist; Karl Dulake, Maintenance Supervisor OTHERS PRESENT: Gina Kevillian, 2414 Niagara Way, Costa Mesa r� U COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 PAGE 2 • . ............................... CONSENT CALENDAR . ............................... Director Schafer motioned to approve the Consent Calendar as presented. Director Perry seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting of Committee Meeting — January 9, 2006, were approved as distributed. January 9, 2006 Minutes of Regular The Minutes of the Regular Meeting of January 12, Committee Meeting — 2006, were approved as distributed. January 12, 2006 Minutes of City /Districts Liaison Committee Meeting — January 27, 2006 MANAGER'S REPORTS Refunds The Minutes of the City /Districts Liaison Committee Meeting of January 27, 2006 were approved as • distributed. There were no refunds for the month of January 2006. Occupancy Report and The Trash Occupancy Count documented an Payment of $194,955.08 increase of 7 units for the occupancy report for solid to Costa Mesa. Disposal — waste collection as of February 1, 2006. Therefore, February 2006 the total for February is 21,294. Board directed Staff to prepare a warrant for $194,955.08 to Costa Mesa Disposal on March 1, 2006, for February 2006 collection count of 21,294. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for January 2006 Control Board (RWQCB) was accepted as submitted. • 1 COSTA MESA SANITARY DISTRICT ^ u . MINUTES OF BOARD OF DIRECTORS REGULAR MEETING -' FEBRUARY 8, 2006 • "' '``'' PAGE 3 Minutes of Staff Meeting — Minutes of the CMSD Office Staff Meeting held on January 18, 2006 January 18, 2005 were accepted as submitted. ENGINEER'S REPORTS Project Status Report The Project Status Report for February 2006 was accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of January 31, 2006 was January 31, 2006 continued to the March 2006 regular meeting. Treasurer's Report as of The Treasurer's Report as of January 31, 2006 was January 31, 2006 accepted as submitted Warrant 2006 -8 for Warrant Resolution #CMSD 2006 -8 was approved, December 2005 in the authorizing the President and Secretary to sign the amount of $611,866.07 warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $611,866.07 Directors Expenses for the Director Compensation and Expense Reimbursement Month of January 2006 for the Month of January 2006. were approved and ratified as follows: Director Ferryman: $510.00 Director Perry: $340.00 Director Schafer: $1,020.00 + $27.90 Director Woodside: $510.00 Director Worthington: $680.00 + $215.41 END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS There were no public comments made. COSTA MESA SANITARY DISTRICT u : MINUTES OF BOARD OF DIRECTORS REGULAR MEETING !'- FEBRUARY 8, 2006 PAGE 4 • MANAGER'S REPORTS FIELD MAINTENANCE SERVICES Mr. Hamers reported the District field maintenance operation is working better than ever with the conscientious efforts of the District's Field Maintenance Supervisor Karl Dulake and the two contractors, National Plant Services and Jimni Systems. CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS The Year 2005/2006 Strategic Planning Action Items list was presented. Director Worthington requested a review of Item 3.1 (9180 Work Schedule with Headquarters Closed Every Other Friday) of the Strategic Planning Action Items as a year has passed since the 9/80 work schedule was implemented. Mr. Hamers responded -that the subject was discussed at the District Staff meeting held on January 18, 2006 and a survey of Orange County cities /agencies was taken on 9/80 plans when the subject was studied a year ago. Staff will provide an update on the matter and report to the Board at the March 2006 regular meeting. Mr. Hamers stated it is a benefit for the employees as well as the District as it allows personnel to take care of personal business without taking time away from the office on normal work days. Mr. Hamers pointed out that his office is open five days a week and he is available every Friday. Ms. Davis reported the Maintenance Supervisor works every Friday and is available on the office staff flex Fridays. Ms. Davis also pointed out that plans from the City are picked up at City Hall by CMSD personnel which generally precludes the necessity of the public coming into CMSD headquarters. Additionally, Ms. Davis advised with the small staff of five, a staggered flex Friday is not workable as; conceivably one person could be required to cover the office should another employee call in sick or be on vacation. Director Woodside pointed out that the flex schedule is an attractive benefit when hiring new employees. Mr. Fauth reported when there is a situation where a holiday falls on the flex day, staff banks the hours in lieu of taking the previous day off which is how the City of Costa Mesa operates. Director Perry suggested the topic be re- examined. President Ferryman suggested staff monitor the 9/80 schedule and ensure the appropriate messages are in place on the voice mail so that callers are made aware of how to get in touch with CMSD staff should an emergency arise on a flex Friday. President Ferryman stated it is Management's job to monitor and to report to the Board if there are complaints from the public on the closure of the office on flex Fridays. Mr. Hamers stated he has received no complaints. Staff will provide an updated report to the Board at the March regular meeting. Director Perry motioned to receive and file the Year 2005/2006 Strategic Planning Action Items. Director Schafer seconded. Motion carried 5 -0. 0 • 1 ~' COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 PAGE 5 NEW DISTRICT HEADQUARTERS Mr. Hamers reported Staff has moved up the schedule for improvements to the building and Mr. Fauth, Ms. Davis and Ms. Revak are involved in the process of obtaining quotes on a new roof, painting and landscape improvements. A chime has been installed at the front and rear doors to alert Staff when someone is entering the building. An improvement to the parking lot situation is being addressed. After the landscaping improvements are completed, signs will be posted to discourage DMV and Goodwill Industries customers from using the CMSD parking lot. 1780 Whittier Purchase Update Mr. Hamers advised the Board of the importance of the District obtaining a Yard so that CMSD vehicles can be parked locally. Presently, the vehicles are being stored at National Plant in Long Beach. Staff is working on a mutual agreement with National Plant to allow the District Maintenance Supervisor to drive their vactor truck. Mr. Fauth reported the terms of the offer by the District to purchase the property at 1780 Whittier were accepted and a 60 -day escrow was opened. Purchase is contingent upon a satisfactory Phase I report. A time -line of events was provided to the Board. Mr. Burns noted that Probate Court approval is required to close the escrow. Ms. Davis reported the District will enter into a Tran agreement to allow purchase of the property. Ms. Davis and Mr. Hamers discussed using the fixture fees that are deposited in the Facilities Revolving Fund to purchase the building. Staff will request Board approval to transfer $1,000,000 from fixture fee funds for the property acquisition. Mr. Burns requested a copy of the contract and a copy of the check list as well as a copy of the appraisal of the property which should be filed with the Probate Court. Mr. Dulake provided photographs of the Jimni facility exhibiting storage of CMSD equipment at their site. RESPONSE FROM CR &R ON TRASH COLLECTION RATES Mr. Hamers reported a response was received from CR &R and Staff recommends setting a Special Meeting to discuss rates and ownership of the containers. A Special Meeting was scheduled for Monday, February 27 at 11:00 a.m. rM COSTA MESA SANITARY DISTRICT u MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 'i FEBRUARY 8, 2006 PAGE 6 RESCHEDULING OF REGULAR MEETING IN MARCH AND APRIL 2006 The regular Board of Directors March meeting will be held on Thursday, March 23, 2006 at 6:00 p.m. The regular meeting for April will be held on Thursday, April 20, 2006 at 6:00 p.m. RECYCLING REPORTS WASTE DIVERSION REPORT -JANUARY 2006 Ms. Revak reported the Waste Diversion Reports for January 2006 has not been received. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR JANUARY 2006 SERVICES Director Perry motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of January 2006 in the amount of $180,444.12. Director Schafer seconded. Motion carried 5 -0. Director Perry motioned to ratify contract payment to CR Transfer for recycling services and disposal for Santa Ana Heights for the month of January 2006 in the amount of $10,190.21. Director Woodside seconded. Motion carried 5 -0. STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Fauth presented a report on Standardized Containers and reported the cost for providing additional containers to residents is now $55 for a 30 gallon, $60 for a 60 gallon and $70 for a 90 gallon. Approximately 30 units per month are being issued to residents. In Mr. Shef's absence, the written Ordinance Enforcement Summary Report for the month of January 2006 was accepted. CITY /DISTRICTS LIAISON COMMITTEE MEETING - JANUARY 27, 2006 (DIRECTORS FERRYMAN AND WOODSIDE) The City of Costa Mesa hosted the Liaison Committee meeting. Mayor Mansoor suggested a reconsideration of the Committee meetings and it was agreed to hold the quarterly meetings on the third Friday of the month instead of the fourth Friday. The next meeting of the Committee will be held on Friday, March 17, 2006 at 7:30 a.m. at Mesa Consolidated Water District. r� LJ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 PAGE 7 Topics discussed at the meeting included a status report on the City /Mesa Draft Cooperation Agreement; an update on the Poseidon Project; ocean water quality; land use changes in Costa Mesa and status of Westside GPA, Rezone and Urban Plans. JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT (MCSD) AT CMSD HEADQUARTERS Ms. Revak reminded the Board that Midway City Sanitary District will join CMSD Board and Staff in a Special Meeting on Thursday, February 9, 2006 at 6:00 p.m. at CMSD Headquarters. RECYCLING COMMITTEE - FRIDAY, FEBRUARY 10, 2006 - 7:30 A.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND SCHAFER The Recycling Committee will meet on Friday, February 10, 2006 and a report on the February Recycling Committee meeting will be presented at the March 23, 2006 regular Board of Directors meeting. 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. The proposed State WDR is out for public comments. TREASURER'S REPORTS WESTBLUFF PUMPING STATION ADDITIONAL APPROPRIATION Ms. Davis requested Board approval of an additional appropriation for the Westbluff Pumping Station improvement project, noting that United Pacific Development Company has contributed $20,000 toward the project. Ms. Davis requested recognition of the $20,000 as revenue to Other Reimbursements (20- 000000 -3725) and appropriate the $20,000 to Miscellaneous Sewer Work (20- 200464 - 4300). Director Perry moved to approve the additional appropriation and recognize the associated revenue from the developer contribution. Director Schafer seconded. Motion passed 5 -0. it COSTA MESA SANITARY DISTRICT el MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a- FEBRUARY 8, 2006 • PAGE 8 ATTORNEY'S REPORT COSTA MESA DISPOSAL AND CR TRANSFER CONSOLIDATED AGREEMENT Mr. Burns reported a meeting with David Ronnenberg of CR &R occurred on Monday, January 31, 2006 for the purpose of finalizing the Master Agreement with CR &R, the parent company, and the entities, Costa Mesa Disposal and CR Transfer, responsible for trash hauling, recycling and transfer. Also discussed was the Huntington Beach /Fountain Valley proposal by Rainbow Disposal to convert to a three -cart system and provide cans for the residents of the two cities. Also discussed was the possibility of the CMSD transferring ownership and responsibility for the trash cans to CR &R. Mr. Burns advised that a revised contract is being prepared for review in approximately one month but is contingent on the results of the February 27, 2006 Special Meeting with CR &R. RESOLUTION NO. 2006 -720 ORDERING THAT PUBLICATION OF ORDINANCE NO. 55 • HAS OCCURRED Mr. Burns presented CMSD Resolution No. 2006 -720 Ordering that Publication of Ordinance No. 55 Addressing the Requirements of the Local Government Sunshine Bill has Occurred. Director Schafer motioned to approve Resolution No. 2006 -720. Director Woodside seconded. Motion passed 5 -0. NATIONAL PLANT SERVICES AGREEMENT FOR SEWER LINE CLEANING Mr. Burns requested the item be continued. JIMNI SYSTEMS INC. AGREEMENT FOR PUMPING STATION MAINTENANCE Mr. Burns requested the item be continued. ENVIRONMENTAL ENGINEERING & CONTRACTING (EEC) AGREEMENT Mr. Burns requested the item be continued. C &R DRAINS AGREEMENT Mr. Burns requested the item be continued. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 PAGE 9 LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTING THE DISTRICT) ORANGE COUNTY SANITATION DISTRICT (OCSD) President Ferryman attended the January 25 2006 meeting of the Orange County Sanitation District with nothing significant to report. SANTA ANA RIVER FLOOD PROTECTION AGENCY Director. Perry reported on the January 26, 2006 meeting of the Santa Ana River Flood Protection Agency. The Orange County Water District (OCWD) made a presentation on the role of Prado Dam for the ground water recharge operations in the Santa Ana River. The increased. storage capacity of the Prado Basin, as a result of the raising of the dam, has increased the ability of the District to conserve more water that would otherwise flow to the ocean. OCWD also owns about 1200 acres of land in the Prado Basin that contains a managed wetlands that effectively reduces the level of nitrates in the stream flow of the river. The District has an ongoing contractual arrangement with the U. S. Army Corps of Engineers to operate the control gates at Prado Dam to maximize the conservation of water as well as to preserve the integrity of the flood control capability of the facility. Prado Dam, built in 1941, will continue to be a key vital project for the water supply to Orange County. Additionally, Director Perry reported a presentation was given by Nadeem Majaj on the status of the ongoing repair work and the conservation study at Seven Oaks Dam. Aram Eftekhari and Lance Natsuhara of the County of Orange made presentations on the status of activities at Seven Oaks Dam. Repair work on the damaged tunnel facilities has been completed and the dam outlet works are fully functional. Testing of the gate operations will be resumed when there is an adequate supply of stored water behind the dam. Two new studies have been authorized for water conservation and water quality. The studies will be carried out together to maximize the capability of beneficially using the water for groundwater recharge in the downstream water spreading basins. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) Director Schafer reported on a meeting held in February 7, 2006. A new membership directory will be published. Steven Greenhut, Orange County Register Editorial Writer specializing in local issues, will speak at the March 30, 2006 Quarterly meeting. P COSTA MESA SANITARY DISTRICT . , MINUTES OF BOARD OF DIRECTORS REGULAR MEETING -' FEBRUARY 8, 2006 PAGE 10 LOCAL AGENCY FORMATION COMMISSION ( LAFCO) Director Schafer attended a LAFCO Strategic Planning session on January 27, 2006. A report on Municipal Services Reviews (MSRs) was given. In 2006 LAFCO will be working on South County. The City of Costa Mesa, the Costa Mesa Sanitary District and the Water District will be reviewed in 2006 Bob Bauer, Mayor of Laguna Woods, is the new Chair of LAFCO and Vice Chair is Bill Campbell. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) President Schafer traveled to Sacramento on February 3, 2006 for a Legislative Committee Meeting. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) MID -YEAR CONFERENCE - JANUARY 18 -21, 2006 AT INDIAN WELLS Director Schafer provided a written report on the CASA Mid -Year Conference at Indian Wells. Director Worthington seconded the report. MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE CHAMBER OF COMMERCE Director Schafer reported on the CMSD telephone book recycling program and awards presented to local schools. OCCOG Director Schafer attended a meeting on January 26, 2006. The topic was Transportation and Measure M. WACO Director Schafer was out of town for the WACO meeting. Director Worthington reported on the January 27, 2005 WACO meeting. A representative from Jet Propulsion Laboratory gave an extensive report on weather forecasting, accurately forecasting the weather predictions for the year. He predicted the lowest recorded rainfall in history. 1 r� L_J • • OLD BUSINESS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 8, 2006 PAGE 11 Mr. Fauth brought up the subject of parking at District headquarters and showed photographs of homeless men sleeping in parking lot of the building next door. NEW BUSINESS Mr. Fauth reported meeting with TRC to update the District website and enable CMSD staff to make future updates to the website ORAL COMMUNICATIONS AND DIRECTOR COMMENTS There were no oral communications or Director comments. ADJOURNMENT At 7:48 p.m., President Ferryman adjourned the meeting. SECRETARY PRESIDENT • 0 COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING FEBRUARY 9, 2006 The Costa Mesa Sanitary District met in Special Session at 6:00 p.m. on February 9, 2006 at 628 W. 19th Street, Costa Mesa. Directors Present: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Denise Gilbert, Permit Processing Specialist Others Present: Midway City Sanitary District Directors: Vivian Kirkpatrick - Pilger; Margie Rice, Grace Epperson; Joy Neugebauer President Ferryman called the meeting to order at 6:00 p.m. Director Schafer led the Pledge of Allegiance. Director Woodside gave the Invocation I. Overview of Midway City Sanitary District Mr. Nakasome gave an overview of MCSD including the following sewer program statistics: 25 employees; service area size is 10.5 square miles; population of 100,000; 173 miles of sewer lines; sewer system is over 60 years old; sewer rates were raised from $1.25 per month to $6.75 per month; sewer capital improvement projects to increase capacity are underway. Mr. Nakasome also gave an overview. of -the MCSD trash collection program including: three container system; 60 percent diversion rate; 18,650 households served; MCSD owns 70,000 containers; MCSD owns trucks; automated lifting arm is maintenance - intensive; extra containers cost residents $50 per year; $350,000 spent on new containers each year as containers reach 10 -year mark; 14 vehicles in fleet; diesel fuel; . MCSD receives $1.4 million per year from property tax; trash collection program experiencing an increase in trash; trash outside the container is not collected. Protecting our community's health by providing solid waste and sewer collection services. crosdcaAov II. Overview of the Costa Mesa Sanitary District Costa Mesa Sanitary District Minutes of Special Meeting February 9, 2006 is 2 Mr. Harriers gave a brief comparison of the CMSD statistics, programs, and operations. Mr. Hamers and the Board answered questions posed by the MCSD General Manager and Directors. III. Joint Sharing of Resources Mr. Nakasome discussed the possibility of both agencies utilizing the identical pumping station equipment in order to provide mutual support if needed. Director Ferryman was receptive to the idea. IV. Fats, Oils, and Grease (FOG) Program Mr. Harriers gave an overview of the grease control program requirements under the Regional Water Quality Control Board's Waste Discharge Requirements. Both agencies have retained the services of EEC to assist in the program. V. General Discussion 0 The General Managers and Board members from each agency discussed various items including travel and meetings, reserves for the future sewer replacements, LAFCO Municipal Service Reviews (MSRs), and political representation. A future meeting at MCSD was also discussed. VI. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 7:30 p.m. Secretary President 40 Protecting our community's health by providing solid waste and sewer collection services. gov COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING FEBRUARY 10, 2006 The Costa Mesa Sanitary District Recycling Committee met at 7:30 a.m. at 628 W. 19" Street, Costa Mesa. Directors Present: Greg Woodside, Arlene Schafer Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Denise Gilbert Others Present: Mike' Planck, CR &R Director Woodside called the meeting to order at 7:30 a.m. RECYCLING COMMITTEE GOALS FOR 2005/2006 0 The Committee reviewed the 2005/2006 recycling goals. 2005 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported the Telephone Book Recycling Program School presentations are underway and are scheduled through March 2006. Mr. Planck advised the books go in with mixed paper. They are baled and go to China. CHRISTMAS TREE COLLECTION Ms. Revak presented a report of Christmas tree collection from 1997 through 2005. The number of trees collected from Christmas 2005 was 5,704, the lowest in the eight -year period. Mr. Planck reported the trees go in with green waste, are processed and sent to power plants up north. UNIVERSAL WASTE - REQUIREMENTS EFFECTIVE FEBRUARY 9, 2006 Mr. Planck addressed. the Federal Universal Waste recycling requirements that became effective February 9, 2006.and how CR &R plans to comply. Television and computer monitors are pulled out of the waste stream by CRT load inspectors and palletized for pickup by their a -waste recycler, AERC, located in Hayward, California. The recycling process begins by disassembling the units and breaking the vacuum, knocking off the copper yoke which renders the tube useless. Lead is taken out of the glass tube through a smelting process and reused to manufacture more TV's or monitors. The plastics are removed, sorted and baled and are also used in the manufacturing of new TV's and monitors. Copper and metals are sold as scrap.. Protecting our community's health by providing solid waste and sewer collection services. crnsdcagov Costa Mesa Sanitary District Minutes of Recycling Committee Meeting February 10, 2005 Page 2 Automotive batteries are pulled out manually by load inspectors and household batteries are picked up by a series of large magnets. The batteries are shipped to a battery recycler, Exide, located in Vernon, CA. These batteries are shredded and the lead is separated to make new batteries. Mercury switches and all electronics will also be checked by load inspectors and sorters and pulled out of the waste stream. These items will also be handled by AERC. Of concern are fluorescent light tubes being crushed in the trucks. Mr. Planck recommends sending out educational material to residents describing household hazardous waste materials that are not to be dumped into trash containers as well as directing residents to the County HHW dump sites where the U -Waste and E -Waste materials can be disposed of at no cost. District staff will include information on disposing of U -Waste in the Spring 2006 newsletter. TOUR OF CRR AND LANDFILL - FEBRUARY 21, 2006 • Ms. Gilbert reported a Home School group of students will tour the CR &R Recycling facility and the landfill on February 21, 2006. Tentative tour dates for a Church group and Newport Heights Elementary School are March 24, 2006 and June 1, 2006, respectively. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 8:20 a.m. Secretary President • Protecting our community's health by providing solid waste and sewer collection services. crosdcaAov • ff COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING FEBRUARY 27, 2006 The Costa Mesa Sanitary District met in Special Session at 11:00 a.m. on February 27, 2006 at 628 W. 19th Street, Costa Mesa Directors Present: James, Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Sherry Kallab, Accountant; Alan Burns, General Counsel Others Present: David Ronnenberg President, CR &R 11292 Western Avenue Stanton, CA 90680 Dean A. Ruff ridge Senior Vice President, CR &R Solid Waste President Ferryman called the meeting to order at 11:00 a.m. Director Worthington led the Pledge of Allegiance. Director Woodside gave the Invocation. I. Discussion of Trash Collection Program with CR &R Officials A. Comparison of CMSD Rate to Other Agency Rates Mr. Hamers reported Staff held two meetings and another meeting with CR &R on trash rates. Mr. Hamers stated it is difficult to compare rates with other agencies because of the different types of services and the different level of service. No other agency has a single - family only mixed waste program that recycles 50% of their waste. The agencies with a mixed program recycle less than 50% of their residential waste but achieve an overall rate of 50% by recycling their commercial waste well above 50 %. Mr. Ruffridge reported meeting with Staff and presented a letter with a review of solid waste rates comparing rates of four other communities, including Huntington Beach, Fountain Valley, La Palma and Fullerton that have similar Minutes of Special Meeting February 27, 2006 Page 2 r� U programs. Mr. Ruffridge stated comparisons are difficult in that the Costa Mesa Sanitary District has a 50% diversion guarantee; La Palma has a 35% guarantee, while the other communities have no diversion guarantees for their residential waste stream. Mr. Ruffridge also mentioned that a few cities have a lower than normal residential rate but a higher than normal commercial rate. This appeared when the agreements were entered into and reflects a political pressure to keep residential rates low. Mr. Ruffridge also stated the remainder of Orange County communities use a two or three container program that requires each resident to separate recyclables, green wastes, and residual wastes in separate containers. These programs typically have a lower monthly charge because the burden of sorting the solid waste is on the homeowner. This presorting allows the recyclables to be sent to a clean processing facility. Other factors preventing a direct comparison of rates are: the inclusion of agency staff time in the general fund budget rather than in the solid waste budget; residents in the Costa Mesa Sanitary District discard a large amount of trash per residence; and there is no limit on trash containers. B. Request by CR &R to Add Pass - Through for Fuel Cost Increases Mr. Ruffridge stated a fuel adjustment would be requested only under extraordinary circumstances such as doubling or tripling in the fuel price. C. Ownership of Trash Containers President Ferryman expressed the desire of the Board to remove the District as owners of the trash containers. The amount the District owes on the containers is approximately $1.2 million. Staff will review the container purchase agreement to determine if the warranty will apply should a transfer of ownership occur. Staff will supply documents related to containers to Mr. Ruffridge who stated he would investigate and prepare a proposal for CR &R to take over ownership of the containers. D. Status of Consolidated Trash Hauling and Recycling Agreement Mr. Burns provided a copy of the most recently modified consolidated draft agreement with CR &R, CR Transfer, and Costa Mesa Disposal. Mr. Burns will be able to complete the agreement when the ownership of trash • containers and the issue of pass- through costs are resolved. f l i Minutes of Special Meeting February 27, 2006 • E. Other Related Items Page 3 Mr. Ruff ridge suggested reducing the impact of the rates by having CR &R hold an a -waste collection event with no cost to the District. CR &R will respond to the District by March 27, 2006, on four items: providing a comparison table of pounds of trash per resident per agency in Orange County; pounds of trash collected per resident per route in the Costa Mesa Sanitary District; a proposal for acquiring the District's standardized trash containers, and a proposal for extraordinary fuel cost increases. Property at 1780 Whittier Mr. Burns advised the Board of the need to discuss a non - agenda item — Property at 1780 Whittier Street, Costa Mesa. Mr. Burns reported Staff was just advised of another escrow /purchase pending on the property at 1780 Whittier, and due to the short deadline .of March 1, 2006 to respond to, reject, or take exception to title or some other contingency, the need to address this matter arose after this agenda was posted. Director Perry moved to discuss a non - agenda item because the need arose after the agenda was posted and there was a need to take immediate action. Director Schafer seconded the motion. Motion carried 5 -0. Mr. Burns advised there is an escrow pending on the property the District made an offer on at 1780 Whittier. Director Woodside left the meeting at 12:45 p.m. After discussion, Director Worthington motioned to instruct Mr. Burns to inform the Escrow Officer the District has objections to the sale as there was an undisclosed prior purchase agreement with another buyer that may still be in effect, the prior purchaser is threatening litigation; the condition of title is not such that the District would approve of the sale in that there has been a threatened lis pendens on the property, which may be unknown to the Title Insurer; and, as the property is in probate, the seller may not have authority to sell the property. Director Schafer seconded. Motion passed 4 -0. Public Comments There were no public comments. 0 Secretary President • COSTA MESA SANITARY DISTRICT MINUTES OF STAFF MEETING MARCH 15, 2006 The Costa Mesa Sanitary District Staff met at 12:30 p.m. at 628 W. 19th Street, Costa Mesa. Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Wendy Davis, Denise Gilbert, Debbie Bjornson, Karl Dulake CMSD Staff met to discuss personnel issues. I. EMPLOYEE SECURITY As discussed at the January 18, 2006 Staff meeting, a door chime was installed to alert staff to visitors entering the building. The chime along with the camera provides added security to the employees. Karl Dulake purchased two emergency • fold -up ladders to be used from the second floor and Tom and Karl are working on use of the ladders. II. REVIEW OF ARRIVAL TIME AND FLEX HOURS Mr. Hamers confirmed that the new arrival and departure time (8:00 a.m. to 5:30 p.m.) for Ms. Bjornson is working well. III. ROB'S HOURS AT THE BUILDING Mr. Hamers schedule for working at CMSD headquarters will be on Wednesdays from 10:00 a.m. to 1:00 p.m. through the end of the year with the exception of the following dates: March 22, 2006 9:00 a.m. to 12:00 p.m. March 29, 2006 10:00 a.m. to 12:00 p.m. IV. LIFE INSURANCE Employee life insurance benefits were re- visited. Employees who were formerly City of Costa Mesa employees are entitled to $50,000 in life insurance at a specified contribution. Those employees pay a flat amount and the District subsidizes the balance, which varies according to age of the employee. In the case of employees 65 years of age, the District is only able to provide life -Costa Mesa Sanitary District Minutes of Staff Meeting March 15, 2006 Page 2 • insurance coverage in the amount of $25,000 and the cost is excessive. Therefore, Mr. Hamers will approve a policy for the District to self- insure for $50,000 with the District setting aside a reserve for employee life insurance for employees 65 years of age and over. Mr. Fauth will draft an Administrative Regulation for the Manager's approval and will inform the Board of Directors at the March 23, 2006 regular meeting. The District will buy out the $1,000 Retiree and $500 spouse Life Insurance from the four former City employees in the amount of $500 per employee. The cost of administering the program is above the insurance amount. The insurance will not be available for other District employees and Mr. Fauth will memorialize the action. Ms. Davis investigated insurance that may be provided through SDRMA effective July 1, 2006 with optional benefits beginning January 2007 and will have additional information at a later time. Opting out of dental coverage was investigated for Ms. Bjornson. Ms. Davis reported if an employee opts out of the Delta Plan, that employee would not be permitted to enroll again at a later date. Ms. Davis will continue investigating • dental plans including through SDRMA. V. INCORPORATING SPECIAL PAYS INTO SALARY Incorporating special pays into salary for those employees receiving special pay for special skills was discussed and it was decided to incorporate "special pay" into the salary range for those employees eligible for the benefit through CWEA training or shorthand skills and to consider all overtime hours as FLSA overtime hours. The meeting was adjourned at 2:00 p.m. • Protecting our community's Health by providing sold waste and sewer collection services. crosdcaAov COSTATDINRICT PROJECT STATUS REPORT March 2006 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 Development 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. Proiect 1112100-159 Televising Sewer Lines Program Years 98 -99 99 -2000 Areas are televised as needed. Proiect 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 Pumv Station Force Main Rehabilitation -Phase I ® The design phase is continuing. Proiect 1112100-173 South Coast Plaza Pump Station Force Main Replacement 0 The design phase is continuing. Project 1112100 -174 FOG Program Development and Implementation The project report was prepared by EEC and approved by the Board of Directors at the January 2006 regular meeting. Project 1112100 -175 OCSD Cooperative Project Grant - Televising CMSD Sewer Lines The televising is continuing. Project 1112100 -176 WDR Grease Control Program Phase III The project was awarded to EEC at the January 2006 regular meeting. • Protecting our community's headth by providing sofid waste and sewer collection services. cm k gov • • . �C_ Costa Mesa Sanitary District Minutes of Safety /Loss Control Committee Meeting February 7, 2006 Present Rob Hamers Tom Fauth Joan Revak Debbie Bjornson Karl Dulake Paul Guzman Joe Limon Absent Yefim Tsalyuk Discussion: Manager /District Engineer Assistant Manager Board Secretary/Program .Manager /Clerk of the District Permit Processing Specialist Maintenance Supervisor CMSD Inspector CMSD Inspector Engineer I. Project #164 Planning Meeting Rob reminded the Committee members of the meeting scheduled for February 22, 2006 at 9:30 AM to review the existing budget and funds remaining for Project #164, Miscellaneous Sewer Work, and to determine an appropriate budget amount for the project for the 2006 -2007 CIP. The project includes funds for miscellaneous pump station work and Karl will be recommending various improvements. II. Repair to CMSD Service Vehicle Tom reviewed the minor damage to the vehicle caused by a visitor and the plans to make the necessary repairs. III. Driving Contractor Vehicles Tom reported on the information from SDRMA regarding Karl or other trained CMSD operators to drive a vactor truck or other contractor -owned vehicle. Tom will relay the information to National Plant Services and Jimni Systems. Tom will also determine the coverage needed for a contractor employee to drive a CMSD vehicle. IV. Agreements Tom, Rob and CMSD General Counsel Alan Burns are working on the final agreements with National Plant Services and Jimni Systems for sewer line maintenance and pumping station maintenance. The District is covered under the Emergency Services Agreements until these agreements are completed. Tom is also working with Alan Burns on the C &R Drains first - responder agreement. Safety /Loss Control Committee Minutes Pebruary 7, 2006 Page 2 • V. CWEA Tom reviewed the contact -hours requirement for Karl and Tom under their Level 1 certification through the California Water Environment Association (CWEA). Both Karl and Tom will be pursuing Level II certification. VI. Regional Sewer Meeting Rob reviewed the WDR meeting with various sewer agencies, consultants, experts from around the country, and manufacturers regarding video inspection of sewer lines and how to interpret sewer line videos with respect to offset joints, sags, joint separation, and other conditions. A guide to understanding pipeline conditions will probably be the result of the effort. VII. Televising CMSD Sewer System - Project #175 Paul reviewed the progress of the televising and is keeping a file of the reports. Paul is also maintaining a map of root problems that will be resolved during a Friday hot spot cleaning day. VIII. Caltrans 2 -Year Maintenance Permit • Paul and Rob reviewed the 2 -year permit that allows routine maintenance to occur without obtaining a specific permit. Rob will check on the next renewal date. IX. Mendoza Pumping Station Joe reviewed the sewer lines flowing into the Mendoza Pumping Station that are located under the Orange County Flood Control District (OCFCD) channel, particularly the standing water in the channel in the vicinity of the sewer lines. Joe and Paul will review the upcoming video of the lines and determine whether there is water infiltrating into the sewer system. X. Permits Paul and Rob reviewed the previous contract with the City of Costa Mesa and the waiver of permits required for sewer work. The Sanitary District will monitor the City's position now that the District is independent of the City. Debbie will continue working with CMSD -hired contractors. XI. Project at 330 W. Bay Street Joe reviewed the progress of the construction of new CMSD sewer at the new subdivision at 330 W. Bay Street. Rob reiterated the importance of continuous • inspection as proper construction methods are the most important factor in the live expectancy of sewer lines. 2 1 Safety/Coss Control- Committee Minutes February 7, 2006 Page 3 • XI1. Field Responsibility of CMSD Personnel • Paul, Tom, Joe and the Committee discussed the proper comments that CMSD personnel may give to contractors regarding construction practices and operations. The proper comments include statements that the contractor must follow accepted construction practices and safety methods but should not include directions or statements that indicate control over the work. XIII. CMSD Headquarters Security Joan is working with CMSD Staff to review the plans for improvement of the grounds and security for the building and CMSD personnel. Joan and the Committee also discussed unauthorized parking at the building and potential signage to discourage this practice. Distribution: CMSD Safety Committee Members CMSD Board of Directors at January 2006 regular meeting SDRMA 3