Agenda Packets - Board - 2007-06-14•
Costa Mesa S nitarN District
... an Independent Special District
Art Perry
President
Arlene Schafer
Vice President
Jim Ferryman
Director
Bob Ooten
Secretary
Gary Monahan
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 ll).
Regular Meeting - Thursday, June 14, 2007
I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa
II. PLEDGE OF ALLEGIANCE — Robert Ooten
PH. INVOCATION — Torn Fauth
IV. ROLL CALL (If absences, occur, consider whether to deem those absences
excused based on facts presented for the absence — such
determination shall be the permission required by law.)
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. Recycling Committee Meeting — May 7, 2007
• 2. Sewer System Committee Meeting — May 9, 2007
3. Regular Meeting — May 10, 2007
RECOMMENDED
ACTION
(Protecting our community's health 6y providing soCuf waste and sewer co[Tection services.
www. crosdca.gov
1 -17 -07
We thank you for bringing our humble District Board members, Staff and public together
to address the issues before us. We ask for your help
1. to give of ourselves in ways that maintain and improve our community;
2. to maintain our focus with determination, and with an appropriate sense of humor;
3. and, to fuel our work with vigor, stamina, and a hearty spirit.
We also pray for the souls of our recently departed.
For all of this, and for a few doses of good luck and grace, we thank you for your
strength. In your Name, Amen.
2 -7 -07
Great and powerful creator we gather before you with respect for ourselves, our
community and the tasks before us. We humbly ask for your guidance:
1. to give our best attention to the issues we are about to address;
2. to remain focused with determination and common sense in reaching our
decisions;
3. and to keep the best interests of our community as our main goal.
For this, mixed with an appropriate sense of humor, we thank you for your strength.
In Your Name, Amen
3 -8 -07: Heavenly Father, We have significant tasks before us this evening.
Tasks challenging our understandings and mental strength, and so We ask You to
provide the enlightenment to enable us to make the right decisions for our
community and our families. We solicit your warmth, kindness and generosity to
shine on those protecting our nation and the principles guiding our group's
intentions this evening. We Ask this in your name, Amen
Key Words:
Wisdom, inspiration, gifts of knowledge and decency
We ask for your warmth and kindness to shine on those protecting our nation and the
principles guiding our group's intentions this evening.
4- 19 -07: Magnificent Creator,
We are gathered together this evening to give the best of ourselves in reaching the best
decisions for our community and the District.
We also take this moment in the aftermath of the Virginia Tech Tragedy to remember
schools are often the targets of tragic events. We ask for your guidance in helping the
victims recover and to provide comfort and stability in our community schools and
homes.
We also ask for your warmth and kindness to shine on those protecting our nation and the
principles guiding our group's intentions this evening. We ask this in your name. Amen
5- 10 -07: Glorious Creator,
We thank You for Your many Blessings.
We thank You for the Patience You have given us to clearly and consciously reach the
best decisions in the service of our community.
We thank You for the Strength You have shared with us to meet our commitments with
sincerity and the true understanding of the results of our chosen paths.
And, We thank You for Your Generosity in allowing us the Freedom to speak our inner
thoughts as we ponder the challenges placed before us.
Lastly, we humbly ask for Your continued warmth, kindness and protection over those
safeguarding our nation and our nations guiding principles.
We ask this in your name. Amen
Costa Mesa Sanitary District June 14, 2007
AGENDA Page 2
RECOMMENDED
ACTION
4. Special Meeting — May 29, 2007
Manager's Reports
5. Refunds Approve
/6Occupancy Report and payment to Costa Mesa Disposal — May 2007 Approve
&-'7. Monthly Spill Report to State Water Resources Board Receive & File
8. Additional Container Program Report Receive & File
9. Minutes of CMSD Human Resources Meeting — May 24, 2007 Receive & File
Engineer's Reports
10. Project Status Report Receive & File
Treasurer's Reports
11. Financial Reports as of May 31, 2007 Receive & File
12. Treasurer's Reports as of May 31, 2007 Receive & File
• 13. Warrant Register for the month of May 2007 in the amount of Ratify Payments
$631,405.45
14. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation
Month of May 2007 & Ratify Expenses
-------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - --
VI. WRITTEN COMMUNICATIONS
VII. PUBLIC COMMENTS
VIII. MANAGER'S REPORTS ,
A. CMSD Strategic Plan SSA W CVr '
LTA
1. Year 2007/2008 Strategic Planning Action Items T S Accept Report
Sewer System Committee (Col Accept Report
1. Report on Committee Meeting held June 13, 2001'--
0 Accept Report
2. Report on Risk Assessment Meeting held May 23, 2007 Accept Report
/4d. Hoc:
3. Formalize Risk Assessment- Committee Appoint Director Ooten
Chairman
Trotecting our community's health &y providing sofid waste and sewer codrection services.
tww. crosdcmgov
Costa Mesa Sanitaq DIsMCt June 14, 2007
AGENDAS Page 3
RECOMMENDED
ACTION
C. District Yard t� �:Gstj �GnrnrF2s+'L
1. City Overlay Zoning ' � ,{� Ott- TO E1vV rAMi xT I. Consider
, d•
2. Authority of a City over a Sanitw ary-% istric on and Use Matters ---S Accept Report
FBI
E
F
3. Authority of the District to Purchase Property Outside Its Boundaries -yg-S Accept Report
Status of CMSD W bsite Accept Report
Recycling Reports
1. Waste Diversion Report - May 2007
Contract Payment to CR Transfer for Recycling Services hnd Disposal
1. Payment for May 2007 Services
Receive & File
Ratify Subject to
Verification of Diversion
Report by Staff
G. Ordinance Enforcement Officer's Report / Accept Report
H. Update on Monitor Video - Revised Schedule y/ Accept Report
I. Update on Receptionist and Accounting Positions ,g r F( 9724ccept Report
J. Recycling Committee — Mondy June 11, 2007, 12:00 p.m.,
CMSD Board Room, 628 W. 19t Street, Costa Mesa
(Director Ooten and Director Schafer)
1. Recycling Committee Goals for 2007/2008 Receive & File
J2. Large Item Collection'- June 11, 2007 -August 24, 2007 Accept Report
0. Water Conservation Accept Report
4. Review of Special Programs & Distribution of Outreach Material Accept Report
5. Change of Meeting Date for July 2007-Recycling Committee Change Date
06- FgT:c-,Yu-E, 04 4 96T
IX. ENGINEER'S REPORTS
•
A. General Waste Discharge Requirements (GWDR) Update
B. Project #101 - West Side Pumping Station Abandonment - Results of Accept Report
Meeting Held April 27, 2007
(Protecting our community's dieadth 6y providing soCud waste and sewer col%ction services.
www.cmsdca.gov
Costa Mesa Sanitaq District June 14, 2007
AGENDA Page 4
RECOMMENDED
ACTION
C. Project #129 — Three Party Agreement between CMSD, OCDA and Approve Revisions
City of Newport Beach
D. CMSD Project #168 — Irvine Pump Station Relocation
1. Bid Opening Award Contract
2. Proposal to Provide Inspection Services Consider
E. CMSD Project #181 — Newport Blvd. Sewer at 19`h Street Accept Sewer Improvements &
File Notice of Completion
Exonerate Bonds
F. 3333 Hyland Avenue - South Coast Home Furnishings Accept Sewer Improvements &
File Notice of Completion
Exonerate Bonds
G. Memorandum of Understanding with Irvine Ranch Water District Consider Response
H. Report on Emergency Work — Gisler Pumping Station Determine by 4/5 Vote to
Continue Work
TREASURER'S REPORTS
A. Resolution No. 2007 -735 Adopting Budget for 2007 -2008 Adopt Resolution
B. Local Trash and Sewer Rates Accept Report
C. Investment Oversight Committee Meeting — Thursday, June 14, Accept Report
2007, 5:30 p.m. (Directors Schafer and Ooten)
XI. ATTORNEY'S REPORTS
A.
Increase in Director Compensation
Set Public Hearing for
Ordinance Adoption
B.
Astin v. CMSD (Sup. Court Case No. 06CC05755) Status Report
Coverage and
(Possible need for closed session pursuant to Government Code 54956.9(a))
Defense Status
Report
C.
Car Damage by CR &R Trash Bin at St. Joachim School
Accept Report
D.
Policy on Reimbursement for Costs of Toner & Ink Cartridges, etc.
Consider
E.
Senate Bill No. 343 and No. 964 - Amendments to the Brown Act
Update & Consider
Potential Impact on
•
CMSD
F.
Flow Control Upheld 'by the U. S. Supreme Court on a Split Decision
Accept Report
(United Haulers v. Oneida - Herkimer Solid Waste Authority)
,Protecting our community's health 6y providing soCud waste and sewer col%ction
services.
www.cmsdca.gov
Costa Mesa Sanitaq District June 14, 2007
AGENDA Page 5
RECOMMENDED
® ACTION
G. SDRMA Amendment to the Special District Risk Management Authority
Joint Powers Agreement
1. CMSD Resolution No. 2007 -734 Approving Sixth Amended Joint Approve Resolution
Powers Agreement Relating to the Special District Risk & Execute Joint Powers
Management Authority Agreement
H. Inspection and Rehabilitation of Existing Sewer Laterals = C000 6YVW -Src ?w S'. Accept Report
I. Use of Public Money for Privately Owned Sewer Lateral Maintenance /Repair Accept Report
J. Policy for Common Sewer Laterals in Westside CMSD Provide Direction
K. Information of Interest from May 2007 League City Attorneys Conference Accept Report
L. Report on Settlement of Los Angeles Regional Water Quality Control Board Accept Report
& Santa Monica Baykeeper v. the Sanitation Districts of Los Angeles County
XII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD)
A. Orange County Sanitation District (OCSD)
® 1. Meeting Held May 23, 2007 (Director Ferryman) Accept Report
B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report
(May 24, 2007) (Director Perry)
C. Independent Special Districts of Orange County (ISDOC) Accept Report
(Director Schafer)
1. Quarterly Meeting — May 31, 2007 Accept Report
D. Local Agency Formation Commission (LAFCO) Accept Report
(Director Schafer)
1. Municipal Services Review /Sphere of Influence Update for Consider Attendance
the CMSD — Wednesday, June 20, 2007 at 9:00 a.m.
Orange County Hall of Administration, 10 Civic Center Plaza,
Planning Commission Hearing Room, Santa Ana
E. California Special Districts Association (CSDA) Accept Report
(Director Schafer)
F. California Association of Sanitation Agencies (CASA) Accept Report
G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters
.
Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD
Protecting our community's health 6y providing soCufwaste and sewer collection services.
www.cmsdca.gov
Costa Mesa Sanitary Distriet
AGENDA
Y
Oil. OLD BUSINESS
ON. Request for Route Day Changes from CR &R /Yd �1W
XIV. NEW BUSINESS
A. SDRMA Renewal Contribution for 2007 -2008 in the amount of $69,094.45
XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
XVI. ADJOURNMENT
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C]
June 14, 2007
Page 6
RECOMMENDED
ACTION
Consider
Consider Coverage &
Approve Payment
Trotecting our community's health 6y providing soCud waste and sewer coffection services.
www.cmsdca.gov.
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COSTA MESA SANITARY DISTRICT
MINUTES OF RECYCLING COMMITTEE MEETING
May 7, 2007
The Costa Mesa Sanitary District Recycling Committee met at 12:00 p.m. at 628 W. 19th
Street, Costa Mesa.
Directors Present: Bob Ooten, Jim Ferryman
Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Denise Gilbert
Others Present: David Ronnenberg, Division President, CR Transfer
Paul Relis, Senior Vice President, Environmental &
Governmental Affairs
Dean Ruffridge, Vice President, Contract Administration
Director Ooten called the meeting to order at 12:00 p.m.
I. RECYCLING COMMITTEE GOALS FOR 2007/2008
The Committee reviewed the detailed 2007/2008 recycling goals adopted by the Board
of Directors at the February 7, 2007 regular Board meeting.
Ill. GUEST SPEAKER - PAUL RELIS, CR &R SR. VICE PRESIDENT, ENVIRONMENTAL &
GOVERNMENTAL AFFAIRS
Mr. Relis presented a summary of the California Legislation 2007 -2008 Session.
The following are Electronic Waste bills.
AB 48 (Saldana) Hazardous Waste: Electronic Devises: Expands the scope of
electronic products that would be banned from sale in California if they are banned
from sale in the European Union. It includes non -fixed installation electrical devices.
This bill moved out of policy committee and advanced to the Assembly Appropriations
Committee.
AB 546 (Brownley) Electonic Waste: This bill would require the CIWMB to develop
an information program to provide retailers with a list of authorized collectors operating
in the retailer's county. This bill also requires the retailer to provide a customer that
purchases an electronic device with a list of collectors in the county.
This bill moved out of the first policy committee and is pending in the Assembly
Appropriations Committee.
Protecting our community's health by providing solid waste and sewer collection services.
gov
Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
May 7, 2007
Page 2
AB 656 (Plescia) Hazardous Waste: Alkaline Batteries: This bill requires. the
CIWMB and the State Water Resources Board, by July 1, 2008, to complete a study
and submit a report to the Legislature on whether there are environmental impacts
caused by random disposal of used alkaline batteries in a permitted solid waste landfill
facility, the extent of the impacts and recommended solutions.
This bill is in the Environmental Safety & Toxic Materials Committee in the Assembly.
It is a two year bill and won't move to the governor this year.
AB 722 (Levine) Energy - general service incandescent lamps: This bill would
prohibit sale of incandescent lamps in California after January 1, 2012.
This bill moved out of policy committee and is pending in the Assembly Appropriations
Committee.
AB 729 (Mullin) Recycling E- Waste: This measure would require the Board to adopt
regulations for the proper and legal donation of covered electronic devices intended
for reuse by a non - profit organization, including developing a form that might be used
by an authorized collector when there is a transfer of the covered electronic devise by
a person /company for refurbishing or reuse by a non - profit organization.
AB 1535 (Huffman) Electronic Waste — Personal Computers: This bill would
require a retailer to collect a $6.00 fee from the customer at the time of the retail sale
of the personal computer. This bill would go into effect July 1, 2008.
This bill moved out of the first policy committee chaired by the author of the bill and is
now pending in the Assembly Appropriations Committee.
The following are Recycling and Material Recovery bills:
AB 548 (Levine) Solid Waste: Multifamily Dwellings: This measure would require
an owner of a multifamily dwelling (a residential facility that consists of five or more
living units) to provide recycling services in accordance with the local agency's source
reduction and recycling element. The bill is specific to requiring recycling services to
include either providing an opportunity for the collection of recyclable materials that are
separate from solid waste disposal or demonstrating that materials collected as solid
waste are processed at a materials recovery facility. This bill would go into effect July
1, 2008.
SIB 697 (Wiggins) Compost: Current law requires a minimum content for recycled
compost, cocompost and mulch. This bill is a placeholder bill at this time but is
intended to be developed into significant substantive changes to the compost laws.
This bill moved from policy committee and will be heard May 7 in the Senate
Appropriations Committee.
Protecting our community's health by providing solid waste and sewer coffection services.
www.crosdca.ov
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Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
May 7, 2007
Page 3
AB 1535 (Huffman) Electronic Waste — Personal Computers: This bill would
require a retailer to collect a $6.00 fee from the customer at the time of the retail sale
of the personal computer. This bill would go into effect July 1, 2008.
This bill moved out of the first policy committee chaired by the author of the bill and is
now pending in the Assembly Appropriations Committee.
SB 1020 (Padilla) Solid Waste — Diversion: This bill would require a city or county
divert from landfill disposal or transformation no less than 75% of all solid waste,
through source reduction, recycling and composting by January 1, 2012.
This bill moved from policy committee and is scheduled for hearing in the Senate
Appropriations Committee on May 7.
Mr. Relis also informed the Committee of a new bill regarding disposing of
pharmaceuticals
III. EARTH DAY EVENT AT ORANGE COAST COLLEGE
The District was represented at the Orange Coast College Earth Day event on April
26, 2007 by Ms. Gilbert. The event included booths from Orange Coast College
Recycling Center, Southern California Edison, Student Environmental Clubs, Sierra
Club, Amnesty International and Back to Native Restoration. College President Bob
Dees signed a pledge that would advance the College toward a "greener" campus.
Ms. Gilbert presented photographs of the booths at the Earth Day event.
IV. WATER CONSERVATION
Discussion was held on water conservation and new plumbing fixture in the war on
waste. Water conservation has re- emerged as a top priority in facilities nationwide as
drought and a growing population continues to put stress on water supplies.
According to the U. S. Environmental Protection Agency (EPA), the U.S. population
has grown 90 percent in the last fifty years while public demand for water has risen
209 percent. A recent survey showed at least 36 states foresee local, regional or
statewide water shortages by 2013.
V. DISTRIBUTION OF OUTREACH MATERIAL
The Committee reviewed updated brochures on the District's Sharps Recycling
Program and Source Reduction and held discussion on effectively distributing these
materials in the community. Suggestions included providing brochures and holders at
the Water District and the City of Costa Mesa. Ms. Gilbert will prepare a list of CMSD
brochures and events where they are distributed.
Protecting our community's health by providing solid waste and sewer collection services.
www.crosdca,gov
Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
May 7, 2007 .
Page 4
Costa Mesa Councilperson Katrina Foley and Management Analyst Donna Theriault will
be invited to the June 11, 2007 meeting of the Recycling Committee.
The meeting was adjourned at 1:32 p.m.
Secretary
President
r�
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Protecting our community's health by providing solid waste and sewer collection services.
www.crosdca.ov
COSTA MESA SANITARY DISTRICT
MINUTES OF SEWER SYSTEM COMMITTEE MEETING
MAY 95 2007
CALL TO ORDER Board members of the Costa Mesa Sanitary
District met in Committee session on May 9,
2007, at 10:30 a.m. at 628 W. 19th Street, Costa
Mesa.
Director Monahan called the meeting to order at
10:30 a.m.
DIRECTORS PRESENT: Jim Ferryman, Gary Monahan, Bob Ooten
•
STAFF PRESENT: Robin B. Hamers, Manager /District Engineer;
Thomas A. Fauth, Assistant Manager; Joan
Revak, Board Secretary/Program Manager /Clerk
of the District; Karl Dulake, Maintenance
Supervisor; Joe Limon, Inspector; Debbie
Bjornson, Permit Processing Specialist; .
OTHERS PRESENT: None
CMSD SEWER SPILL STATISTICS UPDATE
Mr. Fauth presented the overall Sanitary Sewer Overflow (SSO) statistics from 1999 to
the present highlighting the repeat SSO locations and their causes. Discussion covered
representative causes and preventive 'measures the District has taken to reduce SSOs.
Mr Dulake provided details for spills at District pump stations and corrective measures
taken. Director Ooten intends to meet with Staff to more fully understand the actions
taken and the rationale for the decisions. Mr Hamers noted siting standby generators at
CMSD pump stations is an issue at most stations. Therefore, storage capacity, prompt
notification and response are priorities. Further, Staff is evaluating options to back -up or
• potentially replace pump station bubbler systems.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
MAY 9, 2007
PAGE 2
Staff will verify the number of laterals within the District, currently estimated to be in the
range of 25,500 — 30,000 based on direct counting and an estimation from the number of
linear feet of known laterals and their average length.
Staff will develop a new brochure to notify residents the primary residential lateral issue
is root intrusion.
CMSD CLEANING CREWS
Discussions re- verified the District sewer maintenance plan consists of the following
approach through June 2008:
1. National Plant Services, Inc. (NPSI) will provide maintenance cleaning of one -half
of the CMSD main lines every year after the current televising project is complete.
2. NPSI will provide hotspot cleaning on Friday every week.
3. JIMNI Systems will provide the primary maintenance on the 20 District pump
stations.
4. C &R Drains remains as the CMSD after -hours emergency first - responder.
Mr. Fauth presented the actual contract costs for sewer maintenance services and will
incorporate the annual cost estimate for a CMSD crew to provide hotspot cleaning. Staff
included $76,000 in the Fiscal Year 2007 -2008 Budget to fund six months of a CMSD in-
house crew beginning in January 2008. The intent is to allow six months for the crew to
become familiar with District operations, sewer systems, pump stations and equipment
through June 2008 when the District crew is scheduled to take over the hotspot
maintenance from National Plant Services, Inc.
SEWER LATERAL ISSUES
The Committee reached consensus in defining the Joint Lateral Inspection - Cleanout
Assistance Program concept and primary drivers proposed during the April 18, 2007
meeting. Staff will refine the drivers listing and rationale to qualify District customers for
the Assistance Program. Staff included the Lateral Assistance program in the 5 -Year
Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level
$100,000.00 per FY.
Mr Hamers presented examples of multiple units flowing wastewater into a single lateral
using Atlas page 155. Director Monahan requested Staff evaluate the Pros and Cons of
multiple units on a single lateral. Staff will also validate the average cost of installing a
two -way ceanout at the property line. Staff will plan to include the plan in the June 2007
Board Meeting Agenda, including an "Application Process
El
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
a" MAY 9, 2007
• 2.. PAGE 3
CMSD EMERGENCY RESPONSE - DISTRICT YARD UPDATE
Staff continues to work with realtors to acquire a parcel of City of Costa Mesa property
for a CMSD Yard. The minimum 'District Yard requirements to respond to SSO
emergencies remain as follows:
a. Location: Centralized District location for equalized response;
b. Lot Size: 9,000 to 12,000 sq ft for outside storage and parking;
c. Building Size: 2,500 to 5,000 sq ft for office, hoist repairs and storage;
Staff is renewing the CMSD — 32 DAA Agreement for the period June 1, 2007 through
May 31, 2008 to store CMSD equipment at the OC Fairgrounds in exchange for CMSD
providing sewer line cleaning service's at the Fairgrounds. This is intended to be an
interim solution while the CMSD Staff continues to evaluate properties for sale. Staff
presented updates on potential property purchases including 1780 Whittier Ave, 621
West 19th St, CalTrans property near the 73 Freeway, a vacant lot at 2774 Bristol Street
and 2973 Randolph Ave. The 1780 Whittier Ave property is on hold until the owners
reach agreement among themselves on the sales approach and respond to the March
21, 2007 CMSD Letter of Interest. Staff will reevaluate the 2973 Randolph Ave property.
The other properties are either unavailable or unsuitable.
CLOSURE
The next three meetings are scheduled for June 13, July 11, and August 8, 2007 at
10:30 a.m.
ADJOURNMENT
Chairman Monahan adjourned the meeting at 12:05 p.m.
SECRETARY
•
PRESIDENT
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 109 2007
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
May 10, 2007, at 6:00 p.m. at 628 W. 19th
Street, Costa Mesa.
PLEDGE OF ALLEGIANCE
INVOCATION
President Perry called the meeting to
order at 6:00 p.m.
Director Ferryman led the Pledge of
Allegiance.
Mr. Fauth gave the invocation.
ROLL CALL DIRECTORS PRESENT: Art Perry, Bob Ooten, Arlene Schafer,
Gary Monahan, James Ferryman
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; Marc Davis,
Treasurer; Sherry Kallab, Accountant;
Karl Dulake, Maintenance Supervisor;
Debbie Bjornson, Permit Processing
Specialist; Ron Shef, Ordinance
Enforcement Officer
OTHERS PRESENT: Mr. Dan Worthington, 2963 Mindanao
Drive, Costa Mesa
Mr. Mike Carey, 2701 Fairview Road,
Costa Mesa 92626 - Orange Coast
College Recycling Center
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
e MAY 10, 2007
PAGE 2
Ms. Joyce Crosthwaite, 12 Civic Center
Plaza, Room 235, Santa Ana, CA 92701
Executive Officer, LAFCO
Ms. Hannah Johnson, 12 Civic Center
Plaza, Room 235, Santa Ana, CA 92701
. ............................... CONSENT CALENDAR . ...............................
Director Ferryman motioned to approve the Consent Calendar as corrected. Director
Ooten seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
City /Districts Liaison
Committee Meeting —
April 13, 2007
Minutes of Recycling
Committee Meeting —
April 16, 2007
Minutes of the Sewer
System Committee
Meeting —
April 18, 2007
The Minutes of the City /District Liaison Committee
Meeting of April 13, 2007, were approved as
distributed.
The Minutes of the Recycling Committee Meeting
of April 16, 2007, were approved as distributed.
The Minutes of the Sewer System Committee
Meeting of April 18, 2007, were approved as
distributed.
Minutes of the Investment The Minutes of the Investment Oversight
Oversight Committee — Committee Meeting of April 19, 2007, were
April 19, 2007 approved as distributed.
Minutes of Regular The Minutes of the Regular Meeting of April 19,
Meeting — 2007, were approved as distributed.
April 19, 2007
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MANAGER'S REPORTS
Refunds
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
PAGE 3
There were no refunds for the month of April 2007
Occupancy Report and The Trash Occupancy Count documented an
Payment of $195,577.65 increase of 5 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of May 1, 2007. Therefore,
May 2007 the total for May is 21,362.
Monthly Spill Report to
State Water Resources
Board
Additional Container
Program Report
ENGINEER'S REPORTS
Project Status Report
TREASURER'S REPORTS
Financial Report as of
April 30, 2007
Treasurer's Report as of
April 30, 2007
•
Board directed Staff to prepare a warrant for
$195,577.65 for May 2007 collection based on
occupancy report. Said payment in the amount of
$195,577,65 to Costa Mesa Disposal to be ratified
on the June 2007 warrant register.
The Monthly Spill Report to the State Water
Resources Board (SWRB) for April 2007 was
accepted as submitted.
The Additional Container Program report for April
2007 was approved as distributed.
The Project Status Report dated May 2007 was
accepted as submitted.
The Financial Report as of April 30; 2007 was
accepted as submitted.
The Treasurer's Report as of April 30, 2007 was
accepted as submitted.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
PAGE 4
Directors Expenses for the Director Compensation and Expense
Month of April 2007 Reimbursements for the Month of April 2007 were
approved and ratified as follows:
Director Ferryman: $340.00
President Perry: $340.00
Vice President Schafer: $1020.00 + $30.85
Director Ooten: $1020.00 + $788.36
Director Monahan: $510.00
.......................... END OF CONSENT CALENDAR .........................
WRITTEN COMMUNICATION
Ms. Revak reported a letter was received from Ms. Gloria Hardy, Principal, Rea
Elementary School, dated April 25, 2007. Ms. Hardy thanked Director Schafer for the
presentation of the award check for participation in the telephone book program. Ms.
Hardy stated the students have been studying the importance of conservation and
recycling in science class and was pleased the telephone book recycling program
provided them with an opportunity to practice what they have been learning in the
classroom.
Ms. Revak reported receiving a letter from Ms. Candy Spirling, Principal, Wilson School.
Ms. Spirling thanked the District for the award check for participation in the telephone
book recycling program. Ms. Spirling stated she looks forward to participating in the
program in the future.
Director Ooten has three additional award checks to distribute to participating schools.
PUBLIC COMMENTS
There were no comments from the public in attendance.
MANAGER'S REPORTS
ORANGE COAST COLLEGE RECYCLING CENTER - LETTER OF APPRECIATION
TO MIKE CAREY
Director Ooten presented a letter of appreciation to Mr. Mike Carey for his work in
recycling through the Orange Coast College Recycling Center. Mr. Carey has
managed the Recycling Center into a million - dollar a year business. Director Ooten
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COSTA MESA SANITARY DISTRICT
" MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
L.,.. PAGE 5
thanked Mr. Carey for his contribution to the community and presented the framed
letter of appreciation.
Mr. Carey thanked the District for the letter and the continuing relationship with the
Board.
ORANGE COUNTY LAFCO
MUNICIPAL SERVICE REVIEW (MSR) OF THE CMSD
Mr. Hamers introduced Ms. Joyce Crosthwaite, Executive Officer of LAFCO.
Ms. Crosthwaite presented the Municipal Service Review for the Costa Mesa
Sanitary District.
Ms. Crosthwaite discussed Municipal Service Reviews and outlined the overall
state direction, local process, and the CMSD Service Review. Ms. Crosthwaite
reported the Service Review is a requirement placed on LAFCO in 2000 for every
agency in the county. Ms. Crosthwaite reported the deadline for service- reviews
was extended from January 6, 2006 to January 6, 2008. Ms Crosthwaite stated
the MSR for the CMSD is very positive.
LAFCO HEARING ON CMSD MSR, JUNE 20, 2007
Ms. Crosthwaite discussed changes in the District's sphere of influence and
stated the CMSD Service Review will go to the commission on June 20, 2007.
Ms. Crosthwaite requested Directors and Staff review the Service Review and
provided comments to Mr. Hamers or Ms. Revak by May 21 for forwarding to
Ms. Crosthwaite by May 25, 2007. Ms. Crosthwaite provided her contact
information to Ms. Revak for the Board's use should they have any questions
about the Service Review.
CCM/MESA/CMSD JOINT LETTER TO LAFCO
Mr. Hamers presented a letter addressed to Chair Bill Campbell and LAFCO
Commission Members from Mr. Allan Mansoor, Mayor, City of Costa Mesa; Mr.
Paul Shoenberger P.E. President, Board of Directors, Mesa Consolidated Water
District; and Mr. Arthur Perry, President, Board of Directors, Costa Mesa Sanitary
District. The letter is to advise the Commission that the three agencies formed a
City /Districts Liaison Committee of elected officials and staff in early 2002, and
meet regularly to discuss items of mutual interest to ensure seamless services to
the community.
Director Ferryman motioned to approve the letter to LAFCO. Director Schafer
seconded. Motion carried 5 -0.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
PAGE 6
Ms. Crosthwaite will deliver the letter on behalf of the three agencies.
Ms. Crosthwaite and Ms. Johnson left the meeting at 6:37 p.m.
SEWER SYSTEM FINANCIAL MASTER PLAN & 2007 -08 BUDGET
Mr. Davis provided an update on the Sewer System Financial Master Plan and
2007 -08 Budget and stated he anticipates completion by May 18, 2007.
CMSD STRATEGIC PLAN
YEAR 2007/2008 STRATEGIC PLANNING ACTION ITEMS
Director Monahan requested the property at 2314 Newport Blvd. be removed
from the Strategic Plan under the status of acquiring a District yard.
INCREASE IN DIRECTOR COMPENSATION
Mr. Hamers reported Staff is in support of the memorandum from Mr. Burns
regarding Director Compensation. 0
Mr. Burns reviewed the history of Board compensation, stating that the last increase
to Directors' compensation occurred in 2001, which set the current rate at $170.00
per day's attendance. Mr. Burns recommended the Board direct Staff to prepare an
ordinance and notice for a future meeting increasing the Directors' compensation to
$221.00 per day.
Discussion was held. Further discussion will be held at the May 29, 2007 budget
meeting.
Director Monahan motioned to accept the report and direct staff to prepare an
ordinance to increase Director compensation, and set the public hearing for June.
Director Ooten seconded. Motion carried 5 -0.
SEWER SYSTEM COMMITTEE
REPORT ON COMMITTEE MEETING HELD MAY 9, 2007
Director Monahan reported the Sewer System Committee met on May 9, 2007,
and reported they discussed the following:
❑ Spill Statistics update
❑ CMSD cleaning crews
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 7
g.
❑ Sewer lateral issues
❑ CMSD emergency response
❑ District yard
DISTRICT YARD UPDATE
UPDATE ON PROPERTIES AT: 1780 WHITTIER AVENUE, 2314 NEWPORT BLVD, AND
OTHERS (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE
54956.9(A))
Mr. Fauth reported he has looked at several new properties since the last Board
meeting in April, reporting they were either too expensive or did not suit the
District's needs. The property at 1780 Whittier Avenue is still the subject of
debate among the owners.
Mr. Fauth reported the no -cost agreement with the Fairgrounds is being
coordinated to continue to May 31, 2008.
Mr. Fauth provided pictures of property at 2973 Randolph Avenue and reported
he and Mr. Dulake will perform a site visit on May 11, 2007. Discussion was held
regarding the various changes that would be required to prepare that property for
use as a District yard.
Mr. Burns discussed the option of eminent domain and the favorable tax
treatment. Mr. Hamers requested Mr. Burns provide a report on exactly what tax
ramifications are involved with eminent domain.
STATUS OF CMSD WEBSITE
Ms. Revak reported VPI Net is working along the timeline presented to the Board.
The company presented a mock page for review and changes were made and
returned to VPI. Completion date is scheduled for July 2007.
RECYCLING REPORTS
WASTE DIVERSION REPORT - APRIL 2007
Ms. Revak presented the Waste Diversion Report for April 2007 showing a
50.44% diversion rate.
Director Ferryman motioned the Waste Diversion Report be received and filed.
Director Ooten seconded. Motion carried 5 -0.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
PAGE 8
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND
DISPOSAL
PAYMENT FOR APRIL 2007 SERVICES
Ms. Revak presented the Invoices for April 2007 recycling services and disposal.
Director Schafer motioned to ratify contract payment to CR Transfer for recycling
services and disposal for the month of April 2007 in the amount of $168,401.14.
Director Ooten seconded. Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
Director Schafer motioned to ratify contract payment to CR Transfer for recycling
services and disposal for Santa Ana Heights for the month of April 2007 in the
amount of $13,202.27. Director Ooten seconded. Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
Director Schafer left the meeting at 7:10 p.m.
ORDINANCE ENFORCEMENT OFFICERS REPORT
Mr. Shef provided a report for the period of April 2007. Mr. Shef reported the
collection schedule was normal and courtesy notices were distributed with several
resident contacts for explanation.
Mr. Shef verified addresses to incorporate into the District computer system.
Mr. Hamers asked Mr. Shef if he sprays over addresses he finds on containers or if
he calls CR &R to overspray them. Mr. Shef said he still carries a container of the
paint and paints them himself if he has the time.
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' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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UPDATE ON MONITOR VIDEO
Mr. Fauth reported he met with Monitor Video and went through the script and made
modifications. The entry scenes for the individual modules are being written. Mr.
Fauth is to provide some documentation and materials to initiate filming. Completion
is still scheduled for June 30, 2007.
RECYCLING COMMITTEE — WEDNESDAY, APRIL 16, 2007 — 12:00 P.M.,
CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA (DIRECTORS
OOTEN AND FERRYMAN)
RECYCLING COMMITTEE GOALS FOR 2007/2008
Director Ooten reported the Recycling Committee met on April 16, 2007.
Director Ooten reported the Committee reviewed their goals and made progress
on several of the goals.
Director Ooten reported one student collected over 300 telephone books by
going door to door with his brother and encouraging others to collect on his
behalf. Director Ooten will provide the student's name and school to Ms. Revak
for a thank you letter from the Board.
GUEST SPEAKER - PAUL RELIS, CR &R, SR. VICE PRESIDENT ENVIRONMENTAL AND
GOVERNMENTAL AFFAIRS
Director Ooten reported Mr. Paul Relis, CR &R, was the guest speaker providing
an extensive update on future legislation.
EARTH DAY EVENT AT ORANGE COAST COLLEGE ON APRIL 26, 2007
The District was represented at the Orange Coast College Earth Day event on
April 26, 2007. The event included booths from Orange Coast College Recycling
Center, Southern California Edison, student environmental clubs, Sierra Club,
Amnesty International, and Back to Native Restoration. Mr. Dulake discussed
grease in our sewer system with interested students. President Bob Dees signed
a pledge that would advance the college towards a greener campus.
WATER CONSERVATION
Director Ooten reported the Committee discussed water conservation and
provided a sheet on various ways to conserve.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
a" MAY 10, 2007
PAGE 10
DISTRIBUTION OF OUTREACH MATERIAL
Ms. Gilbert will prepare a list of possible venues to distribute brochures and other
educational material.
ENGINEER'S REPORTS
GENERAL WASTE DISCHARGE REQUIREMENTS (GWDR)
Mr. Hamers reported the District is in compliance with the requirements and is in the
process of modifying the approved documentation to reflect changes in
organization.
The WDR Steering Committee previously provided an education program on sewer
laterals. The Committee is currently preparing another education opportunity
entitled Rumble in the Trenches with manufacturers of vitrified clay pipe (VCP) and
PVC pipe to outline their products to help determine what should be in the trenches.
Attendees will be from all over the United States.
A future seminar on inverted siphons is in the planning stages.
Mr. Burns inquired whether or not public and private sewer spills will be reported
differently. Mr. Harriers stated there is a separate category, but not as large a
separation as requested.
Director Ferryman reported there is currently a legislation bill out that would require
notification within 10 minutes of a spill.
PROJECT #129 — THREE -PARTY AGREEMENT BETWEEN CMSD, OCDA AND
CITY OF NEWPORT BEACH
Mr. Hamers reported the three -party agreement is not yet ready for approval.
Revisions have been sent to Mr. Burns for review and Staff will bring it back to the
Board when it is ready for approval.
OCSD WATSON AVENUE SEWER — TRANSFER TO CMSD (PART 2)
(See Part 3)
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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OCSD CALIFORNIA AVENUE SEWER — TRANSFER TO CMSD (PART 3)
Mr. Hamers reported the transfer of Watson Avenue and California Avenue sewers
constitutes Parts 2 and 3 of the major abandonment of the OCSD northerly trunk
sewers upon the construction of the Baker - Gisler sewer system by OCSD.
Director Ooten motioned to approve the transfer agreements of both Watson
Avenue and California Avenue. Director Ferryman seconded. 'Motion carried 4 -0.
PROJECT #101 — WESTSIDE PUMPING STATION ABANDONMENT — RESULTS
OF MEETING HELD APRIL 27, 2007
Mr. Hamers reported a cost analysis of the two options was compiled and is being
reviewed by both parties and will be ready for review by the Sewer System
Committee at their next meeting.
MEMORANDUM OF UNDERSTANDING WITH IRVINE RANCH WATER DISTRICT
Mr. Hamers reported the Memorandum of Understanding is not yet ready for review
and will be brought back as soon as it is ready.
TREASURER'S REPORTS
DISTRIBUTION OF REVISION #1 TO PRELIMINARY BUDGET OR FISCAL YEAR
2007 -08
Mr. Davis distributed the first revision to the Preliminary Budget. Board will review
the document in preparation for the May 29, 2007 Special Meeting.
ATTORNEY'S REPORT
ASTIN, LOCKE V CMSD (SUP COURT CASE NO. 06CCO5755) STATUS
REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT
CODE 54956.9(A)
Mr. Burns reported Mr. Hamers had his deposition and an email will be sent to Mr.
Burns with an overview of the deposition. The attorney stated he is going to
continue with the process of releasing the District from the lawsuit.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2007
PAGE 12
CAR DAMAGE BY CR&R TRASH BIN AT ST. JOACHIM SCHOOL
Mr. Burns reported a rejection letter was sent and a tender of defense letter was
sent to CR &R regarding the claim of Ms. Noelle Peterson.
POLICY ON REIMBURSEMENT FOR TONER AND INK CARTRIDGES, ETC.
Mr. Burns reported a draft staff report was prepared and the policy will be brought to
the Board at a future meeting.
SENATE BILL NO. 343 AND No. 964 - AMENDMENTS TO THE BROWN ACT
Mr. Burns attended a city attorney's meeting and reported both Senate Bill No. 343
and No. 964 are moving forward and provided an update on each Senate Bill to the
Board.
Mr. Burns reported Senate Bill No. 343 will require local agencies to make available
to the public "all writings" prepared by the agencies staff and others that are related
to a specific agenda item at the time of the agenda posting.
Senate Bill No. 964 proposes to overturn the 2006 appellate court decision in Wolfe
v. City of Fremont, which in part found that meetings between a city manager and
individual city council members for the purpose of discussion of a policy issue to be
discussed in a future open meeting "did not inherently violate the Brown Act's serial
meetings prohibition." SB 964 would declare that such discussions between local
agency staff and elected officials would be in violation of the Brown Act's serial
meetings provision.
SOILS CONDITIONS ON CONSTRUCTION PROJECTS
Mr. Burns advised the Board on a case, Condon - Johnson & Associates v.
Sacramento Utility District. Mr. Burns reported if the case is not overturned, it will
require the District to review specifications to ensure that the District has not made
any affirmative representations of actual conditions that will be encountered in the
subsurface strata.
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COSTA MESA SANITARY DISTRICT
REGULAR MEETING MINUTES OF BOARD OF DIRECTORS REG
MAY 10, 2007
;4 PAGE 13
LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS
REPRESENTATING CMSD)
ORANGE COUNTY SANITATION DISTRICT (OCSD)
MEETING HELD APRIL 25, 2007 (DIRECTOR FERRYMAN)
Director Ferryman attended the April 25, 2007 OCSD meeting and reported the
following:
❑ Lawsuit judgment of 1.5 million
❑ Possible settlement with unions
SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
President Perry reported the meeting will be held on the 24th of May and he will
provide a report at the June meeting.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR
SCHAFER
Ms. Revak inquired who will be attending the ISDOC Quarterly meeting on May
31, 2007. Directors Ferryman, Perry, Schafer, and Ooten, will attend the
meeting.
Director Schafer attended the ISDOC meetings of March 29 and April 3, 2007,
and reported the following (through notes provided to Ms. Revak):
❑ Update of legislation bills that would affect Special Districts
❑ Discussions on CSDA, LAFCO, and ISDOC Quarterly meeting
❑ Training in Emergency Operations for the Elected Official
❑ Certificate of Completion for participation
❑ Kelly Hubbard presenter from WEROC
LOCAL AGENCY FORMATION COMMISSION (LAFCO) (DIRECTOR SCHAFER)
Director Schafer reported (through notes provided to Ms. Revak) that LAFCO was
dark for the month of April
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
a•:' MAY 10, 2007
PAGE 14
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CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER)
Director Schafer attended the April 6, 2007 CSDA meeting and reported in her notes
the following:
❑ Membership of CSDA over 1,000
❑ CSDA Finance Corporation has just closed financing a loan with Montecito
Sanitary District for $14,765.00, tax exempt, fixed rate certificates of
participation.
❑ Cost of borrowing for the 30 -year loan was 4.59% with yields ranging from 3.5
-4.5%
❑ Legislative Days are May 13 -14, 2007 in Sacramento.
OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD
ORDINANCE NO. 55, OPERATIONS CODE SECTION 3.01.030
CHAMBER OF COMMERCE
Director Schafer attended the April 4, 2007 Chamber of Commerce legislative
meeting and provided information for the Board's perusal. Reports from the
county, state, districts, and city were given. The Chamber also discussed
legislation in Sacramento.
CONFERENCE
Director Ooten attended a conference in Ontario on Waste Discharge
Requirements and provided a brief report.
INTEGRATED WASTE MANAGEMENT
Mr. Dan Worthington provided an update on the Integrated Waste Management
Department meeting, stating they discussed how more recyclable materials can
be removed from the waste stream and kept out of the landfills. Mr. Worthington
reported over 5 million dollars has been collected from fees charged to self
haulers with a possible increase in the future. Mr. Worthington discussed a
materials recovery facility being added to one of the landfills.
OLD BUSINESS
REQUEST FOR ROUTE DAY CHANGES FROM CR &R
Mr. Fauth reported CR &R has requested a change in collection days for
approximately 900 customers to increase efficiency for all routes. Mr. Ruffridge,
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
" MAY 10, 2007
PAGE 15
Senior Vice President, CR &R, provided maps with the proposed route changes
shown. Mr. Fauth provided the information to the City. to see if the street
sweeping schedule could be changed. Mr. Fauth reported the City will not
change the street sweeping schedule, which would require new signage in the
area, and discussion was held regarding a pilot program without street sweeping
to ascertain the effect on the area.
Discussion was held regarding the ramifications of a route change on residents
and the signage.
Mr. Fauth will instruct CR &R to negotiate directly with the City to see if they can
reach consensus with the City and the street sweeping schedule. Staff will bring
the item back on a future agenda.
NEW BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
There were no oral communications from Directors.
ADJOURNMENT
President Perry adjourned the meeting 8:10 p.m.
SECRETARY
PRESIDENT
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COSTA MESA SANITARY DISTRICT
MINUTES OF SPECIAL MEETING
MAY 299 2007
The Costa Mesa Sanitary District held a Special Meeting at 6:00 p.m. on Tuesday, May 29,
2007 at 628 W. 19th Street, Costa Mesa.
Directors Present: Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman
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; Marc Davis, Treasurer /Director of
Finance /CBIZ; Alan Burns, Legal Counsel
0 President Art Per ry called the meeting g to order at 6.00 p.m.
I. Proposed CMSD Fiscal Year 2007 -2008 Budget
Mr. Hamers explained the discussion of the 2007 -2008 budget sets the stage for the 5 -Year
Financial Plan as items in the forthcoming budget are also included in the plan for the next
five years. Mr. Hamers requested Treasurer Marc Davis present the preliminary budget for
Fiscal Year 2007 -08.
Mr. Davis reported the preliminary budget document represents a balanced budget that
requires an increase in the liquid waste charge with no change in the solid waste annual
charge.
Mr. Davis presented highlights of the Preliminary Budget, noting FY 2007 -08 will be the first
full year of the variable rate container program. Mr. Davis prepared the budget assuming
the District will receive 100% of the revenue in the 2007 -2008 fiscal year and the Board
concurred with this assumption.
The preliminary budget includes the addition of a Management Analyst position effective
October 1, 2007. This new position will be responsible for such functions as spill reporting,
website management, information systems database management, scheduling and making
presentations on vermicomposting and recycling and other roles in an effort to reduce
overtime. The total cost of the Management Analyst position for a period of 9 months for
the fiscal year is approximately $67,700 and on an annualized basis equates to
approximately $90,300.
Minutes of Special Meeting Page 2
May 29, 2007
•
The preliminary budget includes the addition of two Maintenance Worker positions effective
January 1, 2008. National Plant has been performing sewer televising, production and hot
spot cleaning of the entire sewer system. It is anticipated the entire District will be televised
and cleaned by June 30, 2008. The addition of a 2- person crew will reduce the amount of
overtime required by the Maintenance Supervisor and will provide assistants to cover
emergency response. The total cost of the 2 -persn crew for a period of six months of the
fiscal year is approximately $72,300 which equates to approximately $144,600 on an
annualized basis
With the transfer of the administration and maintenance of the trash containers to CR &R,
the District reduced its interest expense by approximately $44,000 as the container lease
was paid -off in FY 2006 -07.
There will not be an election expense in this fiscal year resulting in a reduction of expenses
of approximately $45,000.
The preliminary budget for equipment maintenance costs has increased approximately
$40,700 over the prior fiscal year. The increase represents the cost of acquiring two new
financial modules, accounts receivable and fixed assets, as well as an ad hoc reporting
module allowing the District to better track its receivables and to track its fixed assets in a
fashion acceptable to the auditors. Also included is the purchase of hardware and software
for maintaining and using the DVDs produced as part of the televising of the sewer lines.
New capital improvement projects are proposed to increase $1,065,000 or 137.42 %. The
proposed projects represent the first year of the District's five -year capital improvement
program as well as inclusion of $100,000 for a sewer lateral program.
II. Proposed 5 -Year Sewer System Financial Master Plan
The 5 -Year Sewer System Financial Master Plan was discussed. The Capital Improvement
Program runs from Fiscal Year 2007 -2008 through Fiscal Year 2011 -2012 at a cost of
$1,840,000 for each fiscal year.
III. Potential Impact of Budget and Sewer System Financial Master Plan on
Yearly Sewer and Trash Charges
Mr. Davis and the Board discussed the long term potential sewer rate increases and it is
forecasted that the five year rate increase structure will be 50 %, 7 %, 5 %, 5 %, and 5 %. The
trash collection program increases are dependent on yearly CPI changes and the rates of
other trash hauling entities in Orange County.
IV. Select Date for Sewer & Trash Public Hearing
The date of Monday, August 6, 2007 at 6:00 p.m. was set for the Sewer and Trash Public
Hearing. Ms. Revak will reserve a room at the Neighborhood Community Center for the
public hearing. The postcard notification to the ratepayers will occur prior to June 22, 2007.
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Minutes of Special Meeting Page 3
May 29, 2007
V. Possible Change of Date for Regular July 2007 Board Meeting
The Board and Staff agreed on a change of date for the July 2007 regular Board of
Directors Meeting as Vice President Schafer will be in Sacramento for CSDA meetings on
the regular meeting date. The July meeting will be held on Monday, July 9,2007 at 6:30
p.m.
VI. Board Approval for Director Schafer to run for Three -Year Term as CSDA
Director
Director Arlene Schafer represents Region 6 of the California Special Districts
Association (CSDA) and her three -year term is expiring. Director Schafer has served on
the CSDA Board since August 2000. Each of CSDA's six regional divisions has three
seats on the Board and candidates must be affiliated with a member district located
within the geographic region they seek to represent. Directors are nominated and
elected by region.
Director Robert Ooten motioned to nominate Director Arlene Schafer as a candidate for
CSDA Director representing Region 6, Seat B. Director James Ferryman seconded the
motion. Motion carried 5 -0.
Ms. Revak will submit the nomination form and minute action to CSDA. Election ballots
will be mailed out by August 6, 2007 and must be returned and received in the mail by
CSDA no later than 5:00 p.m. on September 26, 2007. Successful candidates will be
notified after ballot counts and announced at CSDA's Annual Conference in Monterey
October 1 -4, 2007.
VII. Public Comments
No members of the public were present.
Director Robert Ooten informed the Board he is a life member of the Water Environment
Federation (WEF), with 35 years of service.
ADJOURNMENT
Director Perry adjourned the meeting at 7:52 p.m.
Secretary
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President
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COSTA MESA SANITARY DISTRICT
MINUTES OF SEWER SYSTEM RISK ASSESSMENT SUBCOMMITTEE
MEETING NOTES
MAY 23, 2007
CALL TO ORDER Board and Staff members of the Costa Mesa
Sanitary District met in Subcommittee session on
May 23, 2007, at 10:30 a.m. at 628 W. 19th
Street, Costa Mesa.
Director Ooten called the meeting to order at
10:30 a.m.
DIRECTORS PRESENT: Bob Ooten
DIRECTORS ABSENT:
STAFF PRESENT: Robin B. Hamers, Manager /District Engineer;
Thomas A. Fauth, Assistant Manager; Joan
Revak, Board Secretary/Program Manager /Clerk
of the District; Karl Dulake, Maintenance
Supervisor; Paul Guzman, Inspector; Joe Limon,
Inspector;
OTHERS PRESENT: None
CMSD SEWER SYSTEM RISK ASSESSMENT SUBCOMMITTEE
Director Ooten called the meeting to order to address the risks associated with the
CMSD Sanitary Sewer System. Discussion established the group as the CMSD Sewer
System Risk Management Subcommittee and covered the following topics:
1. CMSD Sanitary Sewer Overflow (SSO) Data, Plotting and the Known Contributory
Causes for 2004, 2005, 2006 and 2007;
2. Required, Actual and Planned CMSD Crew Response Times;
3. Pump Station Maintenance Plans and Records;
4. The CMSD Pump Station Specifications and Representative Control Panels,
Controls and Floats;
5. The CMSD Sewer Master Plan;
COSTA MESA SANITARY DISTRICT
SEWER SYSTEM RISK ASSESSMENT MEETING NOTES
'F MAY 23, 2007
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PAGE 2
6. The OCSD City and Agency Collection Facilities O &M Survey FY '04 -05 Data
(dated August 2006);
7. Backup Float Systems are currently at six CMSD Pump Stations (Mendoza,
Elden, Irvine, Santa Ana, Canyon and President);
8. Portable Generator connectivity exists at nine CMSD Pump Stations (Mendoza,
Elden, Irvine, Santa Ana, 23`d St, 21 st St, Harbor, Canyon and Adams); and
9. The Southern California Edison Outage Groups for CMSD;
PRIORITIES
The Subcommittee collectively agreed to develop a Proactive, Prioritized Top 10 List of
Risks based on the following minimum categories of SSO causes and related equipment
upgrades:
1. Force Mains — ductile iron pipe (DIP) vs plastic pipe such as acrylonitrile
butadiene styrene (ABS);
2. Pump Station Pumps — Manufacturer, HP, Sizes and Standardization;
3. Pump Station Floats and Available Alternatives;
4. Pump Station Air Bubblers;
5. Pump Station Air Compressors — Existing and Alternatives;
6. Pump Station Wastewater Storage Capacity;
7. Pump Station Generator Compatibility and Upgrades;
8. Pump Station Corrosion Status and Prevention such as Cathodic Protection;
Director Ooten stressed the need to ensure funding is available to acquire the needed
preventive materials, equipment and upgrades to match the prioritized risks for a given
schedule. Staff will develop the Risk List and estimated costs to continuously strive to
reach the goal of zero public and private SSOs.
CLOSURE
The next meeting is to be scheduled dependent on Director Ooten's travel schedule.
ADJOURNMENT
Chairman Ooten adjourned the meeting at 12:00 p.m.
0
COSTA MESA SAN, 7�yDrs2Rrcr
Memorandum
To: Board of Directors
Staff
... an Independent Special District
From: Robin B. Hamers, Manager /District Engineer
Date: May 14, 2007
Subject: Small Claims Court Decision on City Tree Roots
1934 Flamingo Drive, Costa Mesa
0
As described in a previous memorandum to the Board, I testified on behalf of the
40 property owner as an expert in sewer matters at his small claims court action
against the City of Costa Mesa for the damages to his sewer lateral caused by
roots from a City tree in the parkway.
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The City's position in tree root matters is that there must have been defective
construction or some other factor beyond the City's control and responsibility that
caused a small separation in the pipe joint that allowed the tree roots to enter the
line. The City theorizes that tree roots themselves would not cause the separation
and then enter the line.
I testified that these same tree roots buckled the concrete driveway, the sidewalk,
and the curb and gutter in the public street and that it is common sense that if the
roots are powerful enough to break concrete, they are powerful enough to force
the sewer lateral joint out of alignment and then enter the line.
On April 20, 2007, Judge Karen Robinson ruled in the property owner's favor and
found the City liable for $3,585 in damages.
This matter will be placed on the next Sewer System Committee agenda for
discussion. The Committee might consider inviting the City to a meeting to have a
frank discussion on tree roots and sewer laterals. The City is certainly well aware
the Sanitary District disagrees with `their policy and opinions on tree roots.
Protecting our community's health by providing solid waste and sewer coflection services.
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,' 59: 19A
Evacuate immediately via the nearest stairway at the east and west
end of the building. The evacuation route is posted on the first floor
and the second floor above the water fountains.
If your second floor evacuation routes are blocked, exit from the
second floor balcony or Denise's office window using the portable
chain ladder. If your first floor evacuation routes are blocked, exit
through the nearest office window. Use a sense of urgency.
1. If you are assisting the public, accompany them to the nearest
exit.
2. Close all doors as you exit. Do not linger in the building when
evacuation is directed.
3. Upon evacuation, report to the NW corner of the parking lot
behind the District Headquarters near the pine tree. Do not re-
enter the building until instructed to do so by the Fire
Department.
4. During an evacuation, take your red emergency preparedness
kit with you if it is nearby and practical. Assist the injured when
capable.
5. Call 911 to report the emergency.
Our floor leader for the first floor is Thomas Fauth. Debbie Bjornson
is the alternate floor leader. Our floor leader for the second floor is
Denise Gilbert. Karl Dulake is the alternate floor leader. Please
follow their directions during an emergency.
5 -23 -07 Safety Office: Thomas Fauth 949 -6469 -4617, x222
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Vertex File: Floor Plan 1 stFloor 5- 26- 04.cdb
Emergency Evacuation Plan
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PROJECT STATUS REPORT
June 2007
Project 1 1 1 21 00 -1 01 West Side Pumpinq Station Abandonment Study
Directors Ferryman and Ooten" along with Manager /District Engineer Rob Hamers,
Assistant Manager Tom Fauth and Inspector Paul Guzman met with OCSD General
Manager Jim Ruth and executive engineering staff on March 29, 2007 to discuss
OCSD's participation in the project. It was agreed that the two agencies will work
together to determine an approximate project cost and then meet again to discuss the
feasibility. The cost estimate has been prepared and is being considered by both
agencies.
Project 1112100-129 Bristol Street Sewer
The County of Orange plans on widening Irvine Avenue from Bristol Street to
University Drive, which will cause relocation of the CMSD Irvine 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 has been signed by the Sanitary District and is at the City of Newport
Beach for approval.
Project 1112100-135 Reconstructing Force Main for Elden Pumping Station (Phase II)
Construction is complete. The State Department of General Services (DGS) has
verbally committed to recording the sewer easement.
Project 1112100-159 Televising Sewer Lines Program Years 98 -99, 99 -2000
Areas are televised as needed.
Project 1112100-168 Irvine Pumping Station Remodel or Relocation
Bid opening was June 4, 2007, and a recommendation for award is included in the
June 2007 regular meeting agenda.
Project 1112100-171 Irvine Pumping Station Force Main Rehabilitation -Phase I
0 The design phase is continuing.
Project 1112100-175 OCSD Cooperative Project Grant - Televising CMSD Sewer
Lines 0
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 and EEC is
successfully managing the District's FOG Program.
Project 1112100-181 Newport Boulevard Sewer at 19th Street
Construction is complete.
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Protecting our community's health by providing soUd waste and sewer collection services.
crosdcagov