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Agenda Packets - Board - 2007-12-13.Arlene Schafer Vice President Jim Ferryman Director Sa 1 ... an Independent Special District Art Perry President Bob ®oten Secretary Gary Monahan Director Regular Meeting o Thursday, December 13, 2®®i RECOMMENDED ACTION I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Ooten Ill. INVOCATION — Janel Jackson 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. INDEPENDENT AUDITOR'S PRESENTATION ON FISCAL YEAR 2006 -2007 Consider VI. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board request specific items to be removed from the Consent Calendar for discussion, in which event the item will be removed from the Consent Calendar and considered in its normal sequence on the agenda. Reports Minute Approval Recycling Committee Meeting — November 5, 2007 2. Regular Meeting — November 8, 2007 Pmtecting our community's health 6y pmviQing solid waste and sewer collection services. www.cmsdca.gov IN t December 13, 2007 AGENDA Page 2 RECOMMENDED ACTION 3 Sewer System Committee Meeting — November 14, 2007 4. Special Meeting — November 26, 2007 Manager's Reports 5. Refunds No Refunds 6. Occupancy Report and payment to Costa Mesa Disposal — November 2007 Approve 7. Monthly Spill Report to State Water Resources Control Board Receive & File 8. Human Resources Meeting — November 16, 2007 Receive & File 9. Safety /Loss Control Committee Meeting — November 16, 2007 Receive & File Engineer's Reports 10. Project Status Report Receive & File Treasurer's Reports 11. Financial Reports as of October 31, 2007 & November 30, 2007 Approve 12. Treasurer's Reports as of October 31, 2007 & November 30, 2007 Approve 13. Warrant Register for the month of November 2007 in the amount of Ratify Payments $868,881.06 14. Directors' Compensation and Rei mbursement of Expenses for the Approve Compensation Month of November 2007. Correction to Reimbursement of Expenses & Ratify Expenses for October, 2007 for Director Ooten - -END OF CONSENT CALENDAR - -- VII. WRITTEN COMMUNICATIONS VIII. PUBLIC COMMENTS IX. MANAGER'S REPORTS A. Date and time of Regular Board of Directors Meetings - Move to Consider Year 2008 Third Thursday of Month at 6:00 p.m. in Consideration of SB343 Protecting our community's hea.Cth 6y proviufing soCuf waste and sewer coQection services. www. crosdcagov Co s c mes itay isty c December 13, 2007 AGENDA Page 3 E. Recycling Reports 1. Waste Diversion Report— November 2007 Receive & File F. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for November 2007 Services Ratify Subject to Verification of Diversion Report by Staff G. Ordinance Enforcement Officer's Report Accept Report H. Fall Newsletter (sewer) Distribution Status I. Subcommittee to Liaison Committee on City Tree Roots — Meeting on Friday, December 14, 2007 Confirm Attendance J. CR &R 1. Performance Meeting held November 14, 2007 Consider 2. CR &R Response to Review Consider Protecting our community's heaftfi 6y providing sofid waste and sewer collection services. wwzu. crosgca gov RECOMMENDED ACTION B. District Yard — 174 W. Wilson Street — CMSD #187 Accept Report 1. Possible Closed Session to Discuss Real Property Negotiations (Price, Terms) Pursuant to Government Code Section 54956.8 Regarding the Following Property: 174 W. Wilson Street with David Jackson Hester, Sr. 2. Update on City Planning Commission Approval on 11/26/07 Verbal Report 3. Update on Close of E scrow — 12/20/07 Verbal Report 4. Building Design - Architectural and Engineering Proposal Approve Consultant Proposal C. CMSD Strategic Plan 1. Year 2007/2008 Strategic Planning Action Items Accept Report D. Sewer System Committee 1. Report on meeting held December 12, 2007 Accept Report 2. Potential Transfer of OCSD Sewers to CMSD Update 3. Project #101 Westside Pumping Station Abandonment Update 4. Project #186 Sewer Lateral Assistance Program Update E. Recycling Reports 1. Waste Diversion Report— November 2007 Receive & File F. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for November 2007 Services Ratify Subject to Verification of Diversion Report by Staff G. Ordinance Enforcement Officer's Report Accept Report H. Fall Newsletter (sewer) Distribution Status I. Subcommittee to Liaison Committee on City Tree Roots — Meeting on Friday, December 14, 2007 Confirm Attendance J. CR &R 1. Performance Meeting held November 14, 2007 Consider 2. CR &R Response to Review Consider Protecting our community's heaftfi 6y providing sofid waste and sewer collection services. wwzu. crosgca gov Custdo"M a Sawta -qj Distrpt AGENDA December 13, 2007 Page 4 RECOMMENDED ACTION 3. Resolution of Contractual Interpretations Consider K. Recycling Committee -- Mondat December 10, 2007,12:00 p.m., CMSD Board Room, 628 W. 19t Street, Costa Mesa (Director Ooten and President Perry) 1. Recycling Committee Goals for 2007/2008 Receive & File 2. School Telephone Book Recycling Contest Accept Report November 14- December 21, 2007 3. Costa Mesa High School Life Science Academy; Assist in Accept Report Expanding Recycling Programs 4. America Recycles Day — November 15, 2007 Accept Report 5. IWMD Subregional Meetings and Grant Program - discussion Accept Report on use of Grant Funds 6. Update on Sharps Program Expansion to CVS Pharmacy Accept Report 7. Report on other CMSD Recycling Programs Accept Report X. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) Update B. Memorandum of Understanding with Irvine Ranch Water District Approve C. Proposal for Engineering Services for 174 W. Wilson Street Approve XI. TREASURER'S REPORTS A. Investment Oversight Committee meeting held December 13, 2007 Accept Report B. New Role for Board Members in Audit Process; SAS 114 Discussion XII. ATTORNEY'S REPORTS A. Conversion of "Fixture Fees" to "Capacity Charges" Verbal Update B. Agreement with Stericycle adding CVS Pharmacy to Sharps Program Ratify C. On -going Agreement with Nextruk for Vehicle Maintenance Approve D. Claim- Jeanne Waller; Automobile Damages, W. 18th Street Status Report T wecting out community's heafth 6y providting soCuf waste and sewer coff tion services. www.cmsdca.gov Costa mesa Sanitar , is r1Ct AGENDA .December 13, 2007 Rage 5 RECOMMENDED XIII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) A. Orange County Sanitation District (OCSD) 1. Meeting held November 28, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) 1. Next meeting January 24, 2008 (President Perry) Accept Report C. Independent Special Districts of Orange County (ISDOC) Accept Report (Director Schafer) 1. Meeting held December 6, 2007 (Director Schafer) D. Local Agency Formation Commission (LAFCO) ACTION E. 1805 Nantucket Place — Request for Terminating Trash Collection Service Accept Report F. Prevailing Wage Case Update G. Claim — Ted Andrini; 928 Coronado, Sewer Backup Status Report H. Ordinance No. 64— An Ordinance of the Board of Directors of the Costa Mesa Adopt Ordinance Sanitary District Establishing Emergency Procedures Ratify Vote XIII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) A. Orange County Sanitation District (OCSD) 1. Meeting held November 28, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) 1. Next meeting January 24, 2008 (President Perry) Accept Report C. Independent Special Districts of Orange County (ISDOC) Accept Report (Director Schafer) 1. Meeting held December 6, 2007 (Director Schafer) D. Local Agency Formation Commission (LAFCO) Accept Report (Director Schafer) E. California Special Districts Association (CSDA) Accept Report (Director Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report G. Chamber of Commerce Amendment of By -Laws Ratify Vote H. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XIV. OLD BUSINESS XV. NEW BUSINESS A. CASA Mid -Year Conference January 9 -12, 2008, Indian Wells Consider Attendance by Directors B. Special District and Local Government Institute Conference Consider Attendance by February 7 -8, 2008, Palm Springs Directors C. CSDA Board Member Training March 6 -7, 2008, Long Beach Consider Attendance by Directors T'rotecting our community's health by providing solid waste and sewer coffection services. www.crosdcagov AGENDA D. SWANA Workshop — January 10, 2008 XVI. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVII. ADJOURNMENT December 13, 2007 Page 6 RECOMMENDED ACTION Consider Attendance by Directors 41rotecting our community's health 6y Ong solid waste and'sewer collection services. www.crosdca.gov Costa . Mesa Sanita-q District ... an Independent Special District Arlene Schafer Vice President Jim Ferryman Director Art Perry President 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 II). Regular Meeting - Thursday, December 13, 2007 RECOMMENDED ACTION I. CALL TO ORDER - 6:00 p.m. - 628 W. 19' Street, Costa Mesa II. PLEDGE OF ALLEGIANCE - Director Ooten Ill. INVOCATION - Janel Jackson 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. INDEPENDENT AUDITOR'S PRESENTATION ON FISCAL YEAR 2006 -2007 Consider VI. 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 - November 5, 2007 Protecting our community's health 6y providing solid waste and sewer coif ction services. www.cmsdca.gov Costa Mesa Sallitaq District AGENDA • 2. Regular Meeting - November 8, 2007 3 Sewer System Committee Meeting - November 14, 2007 4. Human Resources Meeting - November 16, 2007 5. Safety /Loss Control Committee Meeting - November 16, 2007 6. Special Meeting - November 26, 2007 December 13, 2007 Page 2 RECOMMENDED ACTION Manager's Reports 7. Refunds 8. Occupancy Report and payment to Costa Mesa Disposal - November 2007 9. Monthly Spill Report to State Water Resources Control Board Engineer's Reports 10. Project Status Report Treasurer's Reports 11. Financial Reports as of October 31, 2007 & November 30, 2007 12. Treasurer's Reports as of October 31, 2007 & November 30, 2007 13. Warrant Register for the month of November 2007 in the amount of $868,881.06 14. Directors' Compensation and Reimbursement of Expenses for the Month of November 2007. Correction to Reimbursement of Expenses for October, 2007 for Director Ooten No Refunds Approve Receive & File Receive & File Approve Approve Ratify Payments Approve Compensation & Ratify Expenses -------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- : - - - -- VII. WRITTEN COMMUNICATIONS Vlll. PUBLIC COMMENTS IX. MANAGER'S REPORTS A. Date and time of Regular Board of Directors Meetings - Move to Consider Year 2008 • Third Thursday of Month at 6:00 p.m. in Consideration of SB343 (Protecting our community's health 6y providing soCul waste and sewer coClection services. www. crosdca.gov Costa Mesa Sanitaq District AGENDA B. District Yard - 174 W. Wilson Street - CMSD #187 S December 13, 2®®7 Page 3 1. Possible Closed Session to Discuss Real Property Negotiations (Price, Terms) Pursuant to Government Code Section 54956.8 Regarding the Following Property: 174 W. Wilson Street with David Jackson Hester, Sr. 2. Update on City Planning Commission Approval on 11/26/07 3. Update on Close of Escrow - 12/20/07 4 Building Design - Architectural and Engineering Proposal C. CMSD Strategic Plan 1. Year 2007/2008 Strategic Planning Action Items D. Sewer System Committee RECOMMENDED ACTION Accept Report Verbal Report Verbal Report Approve Consultant Proposal Accept Report 1. Report on meeting held December 12, 2007 Accept Report 2. Potential Transfer of OCSD Sewers to CMSD Update 3. Project #101 Westside Pumping Station Abandonment Update 4. Project #186 Sewer Lateral Assistance Program Update E. Recycling Reports 1. Waste Diversion Report - November 2007 Receive & File F. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for November 2007 Services Ratify Subject to Verification of Diversion Report by Staff G. Ordinance Enforcement Officer's Report Accept Report H. Fall Newsletter (sewer) Distribution Status I. Subcommittee to Liaison Committee on City Tree Roots - Meeting on Friday, December 14, 2007 Confirm Attendance J CR &R •1. Performance Meeting held November 14, 2007 Consider 2. CR &R Response to Review Consider Protecting our community's health 6y providing soCuf waste and sewer col%ction services. urww. crosdca.gov Costa Mesa Sanitaq District December 13, 2007 AGENDA Page 4 X. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) Update B. Memorandum of Understanding with Irvine Ranch Water District Approve XI. TREASURER'S REPORTS A. Investment Oversight Committee meeting held December 13, 2007 Accept Report B. New Role for Board Members in Audit Process; SAS 114 Discussion XH. ATTORNEY'S REPORTS A. Conversion of "Fixture Fees" to "Capacity Charges" Verbal Update B. Agreement with Stericycle adding CVS Pharmacy to Sharps Program Ratify C. On -going Agreement with Nextruk for Vehicle Maintenance Approve D. Claim- Jeanne Waller; Automobile Damages, W. 18th Street Status Report Protecting our community's health 6y providing soCuf waste and sewer coffection services, www. crosdca.gov RECOMMENDED ACTION 3. Resolution of Contractual Interpretations Consider K. Recycling Committee -- Monday, December 10, 2007, 12:00 p.m., CMSD Board Room, 628 W. 19' Street, Costa Mesa (Director Ooten and President Perry) 1. Recycling Committee Goals for 2007/2008 Receive & File 2. School Telephone Book Recycling Contest _Accept Report November 14- December 21, 2007 3. Costa Mesa High School Life Science Academy; Assist in Accept Report Expanding Recycling Programs 4. America Recycles Day — November 15, 2007 Accept Report 5. IWMD Subregional Meetings and Grant Program - discussion Accept Report on use of Grant Funds 6. Update on Sharps Program Expansion to CVS Pharmacy Accept Report 7. Report on other CMSD Recycling Programs Accept Report X. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) Update B. Memorandum of Understanding with Irvine Ranch Water District Approve XI. TREASURER'S REPORTS A. Investment Oversight Committee meeting held December 13, 2007 Accept Report B. New Role for Board Members in Audit Process; SAS 114 Discussion XH. ATTORNEY'S REPORTS A. Conversion of "Fixture Fees" to "Capacity Charges" Verbal Update B. Agreement with Stericycle adding CVS Pharmacy to Sharps Program Ratify C. On -going Agreement with Nextruk for Vehicle Maintenance Approve D. Claim- Jeanne Waller; Automobile Damages, W. 18th Street Status Report Protecting our community's health 6y providing soCuf waste and sewer coffection services, www. crosdca.gov Costa Mesa 5anitaq District December 13, 2007 AGENDA Wage 5 RECOMMENDED 0 ACTION E. 1805 Nantucket Place - Request for Terminating Trash Collection Service Accept Report F. Prevailing Wage Case Update G. Claim - Ted Andrini; 928 Coronado, Sewer Backup Status Report XIII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) A. Orange County Sanitation District (OCSD) 1. Meeting held November 28, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report 1. Next meeting January 24, 2008 (President Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report (Director Schafer) 1. Meeting held December 6, 2007 (Director Schafer) D. Local Agency Formation Commission (LAFCO) Accept Report (Director Schafer) E. California Special Districts Association (CSDA) Accept Report (Director Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report G. Chamber of Commerce Amendment of By -Laws Ratify Vote H. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XIV. OLD BUSINESS XV. NEW BUSINESS A. CASA Mid -Year Conference January 9 -12, 2008, Indian Wells Consider Attendance by Directors B. Special District and Local Government Institute Conference February 7 -8, 2008, Palm Springs C. CSDA Board Member Training March 6 -7, 2008, Long Beach Protecting our community s health 6y providing solid waste and: www.cmsdca.gov Consider Attendance by Directors Consider Attendance by Directors ,-ewer collection services. Costa Mesa Sanitaq District AGENDA 0 XVI. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVII. ADJOURNMENT U December 13, 2007 Page 6 RECOMMENDED ACTION (Protecting our community's health 6y providing solid waste and sewer collection services, www.cmsdca.gov r' • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING November 5, 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, Art Perry Staff Present: Rob Hamers, Tom Fauth, Denise Gilbert, Janel Jackson Director Ooten called the meeting to order at 12:10 p.m. I. RECYCLING COMMITTEE GOALS FOR 2007/2008 The Committee reviewed the 2007/2008 recycling goals and revised the completion dates of tours and other events and programs. Mr. Hamers noted the addition of two goals: 1) Promote Waste Free Lunch on America Recycles Day held November 15, 2007, and 2) Promote OCC Recycling Center's acceptance of e- waste. Director Perry added that battery collection buckets are now at both Estancia High School and Costa Mesa High School. II. SCHOOL TELEPHONE BOOK RECYCLING CONTEST; NOVEMBER 14, 2007 TO DECEMBER 21, 2007 Ms. Jackson is managing the program during the temporary absence of Joan Revak and reported all arrangements have been made. Ms. Jackson confirmed CR &R will deliver the bins to the schools on the designated dates and the posters and flyers are ready for distribution. Ms. Jackson prepared a letter to each school confirming the program beginning dates. III. USED TIRE ROUND -UP; SATURDAY, OCTOBER 20, 2007 This year's event was very successful and Ms. Gilbert presented her written after action report. A total of 282 used tires were received and sent for recycling. CMSD members in attendance at the event included Mr. Fauth, Ms. Gilbert, Ms. Jackson, Director Perry and Director Arlene Schafer. 10 IV. AMERICA RECYCLES DAY; THURSDAY, NOVEMBER 15, 2007 Protecting our community's heafth 6y providing solid waste and sewer coffection services. www. crosdca.gov 1 ' Costa Mesa Sanitary District Minutes of Recycling Committee Meeting November 5, 2007 Page 2 Ms. Jackson reviewed her plans to hold a Waste Free Lunch day at Kline School. Ms. Jackson and Ms. Gilbert will attend the school one week before the date to inform the students on how to prepare a lunch that generates no trash. Ms. Jackson and Ms. Gilbert will return on America Recycles Day to review the lunches brought in by the students. The Committee agreed this event is appropriate for other schools as well. V. IWMD SUB- REGIONAL MEETINGS AND GRANT PROGRAM Director Ooten and Mr. Fauth reported the Orange County Board of Supervisors has delayed finalizing the grant program. No date has been set and the Board of Supervisors is exploring alternatives. Mr. Fauth obtained the two page grant application and Director Ooten requested Mr. Fauth work with Donna Theriault from the City of Costa Mesa to propose a use for the $40,000 grant that will be split equally between the District and City. Mr. Fauth also reported Ms. Gilbert and Ms. Jackson will attend the Sub - Regional Group Meeting on November 14, 2007. Vi. ORANGE COAST COLLEGE RECYCLING CENTER - COLLECTION OF E -WASTE Mr. Fauth reported the Orange Coast College Recycling Center is collecting a -waste through agreements with two contractors: Mission Recycling and Electronic Recycling International. The Center receives $0.22 per pound for CRTs, monitors, and TVs, and $0.10 per pound for "other" electronic items. Director Ooten noted the Recycling Center's website should be revised to reflect the acceptance of e- waste. Ms. Jackson will send an email to Mike Carey. VII. EMERGENCY SERVICES EXPO; SATURDAY, OCTOBER 13, 2007 Ms. Gilbert presented her written report that outlined the expo and detailed the number of District promotional items distributed to the public. Ms. Gilbert and Ms. Jackson attended on behalf of the District. Ms. Gilbert reported the City has downsized the event and when coupled with the early morning rains, the attendance was less than in previous years. Vlll. REPORT ON OTHER CMSD RECYCLING PROGRAMS Director Ooten gave an overview of the tour he attended of a pilot program incineration plant where trash is burned without oxygen at very high temperatures. The by- products are useable char and gas. V. PUBLIC COMMENTS There were no public comments. 0 The meeting was adjourned at 12:55 p.m. Protecting our community's Health 6y providing soCul waste and sewer coif ction services. www.cmsdca.gov ' y ►FQtq • • Secretary Costa Mesa Sanitary District Minutes of Recycling Committee Meeting November 5, 2007 Page 3 President (Protecting our community's heaft( 6y providing solid waste and sewer coffection services. www.cmsdca.gov • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on November 8, 2007, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: President Perry called the meeting to order at 6:00 p.m. Director Monahan led the Pledge of Allegiance. Mr. Fauth gave the invocation. Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman None STAFF PRESENT: Robin B. Harriers, Manager /District Engineer; Alan Bums, Legal Counsel; Tom Fauth, Assistant Manager; Marc Davis, Treasurer; Sherry Kallab, Accountant; Karl Dulake, Maintenance Supervisor; Debbie Bjornson, Permit Processing Specialist; Denise Gilbert, Public Outreach Coordinator; Ron Shef, Ordinance Enforcement Officer; Janel Jackson, Office Specialist OTHERS PRESENT: None COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 2 Mr. Hamers provided a brief update on the medical condition of Ms. Revak, Board Secretary/Program Manager /Clerk of the District. . ............................... CONSENT CALENDAR . ............................... Director Ooten motioned to approve the Consent Calendar as presented. Director Schafer seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan Noes: None REPORTS MINUTE APPROVAL Minutes of Recycling Committee Meeting — The Minutes of the Recycling Committee Meeting October 8, 2007 of October 8, 2007, were approved as distributed. Minutes of the Sewer System Committee The Minutes of the Sewer System Committee Meeting — Meeting of October 10, 2007, were approved as October 10, 2007 distributed. Minutes of Regular Meeting — The Minutes of the Regular Meeting of October 11, October 11, 2007 2007, were approved as distributed. Minutes of the The Minutes of the City /Districts Liaison Committee City /Districts Liaison of October 26, 2007, were approved as distributed. Committee Meeting — October 26, 2007 MANAGER'S REPORTS REFUNDS There were no refunds for the month of November 2007. • • is COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 3 Occupancy Report and The Trash Occupancy Count documented an Payment of $196,081.20 increase of 5 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of November 1, 2007. November 2007 Therefore, the total for November is 21,417. Monthly Spill Report to State Water Resources Control Board ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Board directed Staff to prepare a warrant for $196,081.20 for November 2007 collection based on occupancy report. Said payment in the amount of $196,081.20 to Costa Mesa Disposal to be ratified on the December 2007 warrant register. The Monthly Spill Report to the State Water Resources Board (SWRB) for October 2007 was accepted as submitted. The Project Status Report dated November 2007 was accepted as submitted. Financial Report as of The Financial Report as of October 31, 2007 was . October 31, 2007 moved to the December 2007 meeting. Treasurer's Report as of The Treasurer's Report as. of October 31, 2007 October 31, 2007 was moved to the December 2007 meeting. Warrant 2008 -05 for Warrant Resolution #CMSD 2008 -05 was October 2007 in the approved, authorizing the President and Secretary amount of $832,320.86 to sign the warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $832,320.86. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 4 Directors Expenses for the Director Compensation and Expense P P Month of October 2007 Reimbursements for the Month of October 2007 were approved and ratified as follows: Director Ferryman: $1309.95 President Perry: $663.00 Vice President Schafer: $1493.00 Director Ooten: $2474.57 Director Monahan: $663.00 .......................... END OF CONSENT CALENDAR ......................... WRITTEN COMMUNICATION Mr. Harriers reported receipt of a letter from SDRMA stating they received the two- thirds approval of the members and Joint Powers Agreement that the CMSD Board agreed to and they would be sending updated packets showing the District's coverage. PUBLIC COMMENTS • There were no public comments made. MANAGER'S REPORTS DATE AND TIME OF REGULAR BOARD OF DIRECTORS MEETINGS MOVE TO THIRD THURSDAY OF MONTH AT 6:00 P.M. REVIEW OF NEW AGENDA DOCUMENT DISTRIBUTION RULES (SB343) Mr. Hamers reported SB 343 passed the Senate and Assembly, and was signed by the Governor. The bill states any items distributed within 72 hours of a meeting be made available to the public. The public agency is to determine where those documents will be made available. Internet access is acceptable. The law goes into effect July 1, 2008, and the District will have to provide any late materials to the public. The CMSD Board will discuss the possibility of moving the regular Board meetings to the third Thursday of each month at the December regular meeting. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 5 10 DISTRICT YARD -174 W. WILSON STREET POSSIBLE CLOSED SESSION TO DISCUSS REAL PROPERTY NEGOTIATIONS (PRICE, TERMS) PURSUANT TO GOVERNMENT CODE SECTION 54956.8 REGARDING THE FOLLOWING PROPERTIES: 174 WILSON STREET WITH DAVID JACKSON HESTER, SR. UPDATE ON PURCHASE Mr. Fauth reported all documentation has been completed with the exception of the CUP. Mr. Fauth reported the seller requested to have some of the monies released from escrow to pay off his loan.. Mr. Fauth reported the District agreed to the release of funds along with the request for a two -week extension on the close of escrow to allow for the approval of the CUP from the City of Costa Mesa. Mr. Fauth reported the Planning Commission meets on November 26, 2007, there is a seven -day appeal period, and the District could close on December 15, 2007. UPDATE ON CUP APPLICATION ATTENDANCE AT NOVEMBER 26, 2007 PLANNING COMMISSION MEETING Mr. Hamers recommended Board members have one -on -one meetings with Planning Commissioners prior to the meeting to provide them with information about the purchase and use of the property. Mr. Hamers also suggested two Directors attend the Planning Commission meeting. Mr. Burns suggested noticing the Planning Commission Meeting since there will be multiple CMSD Board Members in attendance. Mr. Hamers will provide packets to Board Members for the purposes of discussion with Planning Commissioners. CMSD STRATEGIC PLAN YEAR 2007/2008 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers presented the Strategic Plan for Board comments. Mr. Fauth briefly discussed the District's equipment loss in the recent Santiago Fire. Mr. Dulake reported he has not yet assembled an estimate on the damages. Director Ooten motioned to accept the Strategic Plan Report as presented. Director Schafer seconded. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 6 SEWER SYSTEM COMMITTEE POTENTIAL TRANSFER OF OCSD SEWERS TO CMSD Mr. Hamers reported Staff is still researching to determine the yearly charges applicable to each sewer line and Mr. Bums is researching various legal items related to the transfer. Sewer Lateral Assistance Program Mr. Fauth reported he will provide a presentation on the Sewer Lateral Assistance Program at the Chamber of Commerce breakfast on February 21, 2008, and anticipates the District video will be ready to present at that time. PROJECT #101 WESTSIDE PUMPING STATION ABANDONMENT Mr. Hamers reported he recommends a follow -up meeting to discuss the Westside Pumping Station abandonment. Mr. Hamers will send a letter asking if a meeting would be beneficial at this time. Director Ferryman arrived at 6:20 p.m. so PROJECT #175 OCSD GRANT PROGRAM Mr. Hamers reported he sent a letter to Ms. Angie Anderson, Orange County Sanitation District, on October 9, 2007, outlining the District's progress of the CCTV work with the sewer lines. Mr. Hamers requested an Amendment 2 be prepared allowing the CMSD to complete the televising by July 1, 2009 and provide the Final Project Report to OCSD by October 1, 2009. Director Schafer motioned to approve the letter as presented. Director Ooten seconded. Motion carried 5 -0. RECYCLING REPORTS WASTE DIVERSION REPORT - SEPTEMBER & OCTOBER 2007 Mr. Fauth presented the Waste Diversion Reports for September 2007 showing a 50.41% diversion rate Mr. Fauth reported the Waste Diversion Report for October 2007 has not yet been received. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 7 Director Ooten motioned to receive and file the report. Director Schafer seconded. Motion carried 5 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR OCTOBER 2007 SERVICES Mr. Fauth presented the Invoices for October 2007 recycling services and disposal. Director Schafer motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of October 2007 in the amount of $181,048.82, subject to verification of the Waste Diversion Report. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan, Ferryman 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 September 2007 in the amount of $10,111.36, subject to verification of the Waste Diversion Report. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan, Ferryman Noes: None ORDINANCE ENFORCEMENT OFFICERS REPORT Mr. Shef presented the report for the month of October 2007. Mr. Shef distributed 15 courtesy notices during this period. Mr. Shef distributed flyers to auto supply stores to inform the public of the Used Tire Round -Up event. Mr. Shef reported the high winds knocked over many of the trash containers that were still sitting out after pick up. Mr. Shef commended the drivers for picking up the blown over containers. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 8 Mr. Shef reported he is still monitoring the address on Swarthmore as requested by President Perry. Mr. Fauth reported an issue on Westminster Avenue resulting from a disagreement between neighbors. Mr. Fauth reported he is gathering facts on the dispute. FALL NEWSLETTER Ms. Jackson reported distribution of 50,000 copies of the CMSD Fall Newsletter will begin after the Thanksgiving weekend. UPDATE ON MONITOR VIDEO Mr. Fauth reported he has received the latest version for the four of the five modules, reflecting the most recent updates. Monitor Video is in the process of scheduling various action shots with Staff at CMSD headquarters. Mr. Fauth estimated the completion date to be around the first of the year. SUBCOMMITTEE TO LIAISON COMMITTEE ON CITY TREE ROOTS Mr. Hamers reported Staff discussed with the City their policy on City tree roots damaging sewer laterals. Mr. Hamers reported the City would like a subcommittee formed consisting of Staff, two Directors, and Attorney. Discussion was held regarding possible meeting dates. The dates of December 14, 17, and 21st were chosen as acceptable to the CMSD members. Mr. Hamers will present those dates to the City of Costa Mesa as available. Director Ferryman and Director Monahan stated they were both available to participate on the subcommittee. Director Schafer will be a backup subcommittee member. Mr. Hamers will work with the City to develop an agenda. RECYCLING COMMITTEE — MONDAY, NOVEMBER 5, 2007 —12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA (DIRECTORS OOTEN AND MONAHAN) RECYCLING COMMITTEE GOALS FOR 2007/2008 Director Ooten reported the Recycling Committee met on November 5, 2007, and reviewed the recycling goals for 2007/2008. Director Ooten reported dates were determined for some of the goals and programs. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 9 0 SCHOOL TELEPHONE BOOK RECYCLING CONTEST NOVEMBER 14- DECEMBER 21, 2007 Director Ooten reported letters were sent to all 27 participating schools and all 27 schools have responded they wish to participate in the telephone book recycling contest. The program will begin on November 14, 2007, and run through December 21, 2007. As in the past, a bin will also be placed at Orange Coast College Recycling Center. USED TIRE ROUND -UP - SATURDAY, OCTOBER 20, 2007, 10:00 A.M. TO 2:00 P.M. AT CITY OF COSTA MESA CORPORATION YARD Director Ooten reported the Used Tire Round -up was held on Saturday, October 20, 2007 from 10:00 a.m. to 2:00 p.m. at the City Corporation Yard. Director Ooten reported 282 tires were collected during the event, 52 from the City of Costa Mesa. AMERICA RECYCLES DAY - NOVEMBER 15, 2007, EVENT AT KLINE SCHOOL Ms. Jackson reported Kline Elementary School is in the process of moving their facility. Ms. Jackson spoke to Susan Kline who stated they had to decline participation in America Recycles Day for this year due to the relocation. Ms. Jackson has contacted other private schools in the city and has not yet received a response. Ms. Jackson will contact Kline School after the holidays to set up a participation date for the waste free lunch day. President Perry suggested Ms. Jackson send the information on America Recycles Day to the high schools to have it placed in their daily bulletin. President Perry stated there is a recycling club at the school that would be interested in the information. Mr. Hamers will work with Ms. Jackson to provide the informational brochures for the school. IWMD RECYCLING & WASTE DIVERSION GRANT PROGRAM Director Ooten reported the Board of Supervisors has not yet approved the grant program for the City and CMSD. Director Ooten reported CMSD Staff has put together a list of potential programs to apply the grant monies. There is a mandatory meeting on November 20, 2007 for recipients of the grand funds. CMSD Staff will attend the meeting. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 10 ORANGE COAST COLLEGE RECYCLING CENTER COLLECTION OF E -WASTE Director Ooten reported the Orange Coast College Recycling Center is now collecting e- waste. Director Ooten reported they are receiving approximately 30 to 40 items per week. EMERGENCY SERVICES EXPO - SATURDAY, OCTOBER 13, 2007 Ms. Gilbert and Ms. Jackson represented the District at the Emergency Services Expo on October 13, 2007. Promotional items were distributed and Staff set up a table with information and activities for children to educate them on recycling. REPORTS ON OTHER CMSD RECYCLING PROGRAMS Director Ooten reported battery buckets were placed in both Costa Mesa High School and Estancia High School ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS (WDR) Mr. Hamers presented the October WDR Monthly Agenda to show the Board Members the topics covered in the last meeting. Mr. Hamers reported he is very active with the WDR and appreciated the regional agency cooperation. Mr. Hamers reported he has been contacted by other agencies in the state for advice on setting up similar committees. MEMORANDUM OF UNDERSTANDING WITH IRVINE RANCH WATER DISTRICT Mr. Bums reported he received information just prior to the meeting regarding a few of the points being negotiated with Irvine Ranch Water District. Mr. Burns stated he hopes to bring an agreement for the Board's approval in December. TREASURER'S REPORTS UPDATE ON ANNUAL AUDIT Mr. Davis reported the Auditor was performing the field work portion of the audit at CMSD offices in October and will be in attendance at the December 2007 regular CMSD meeting to provide a verbal report to the Board. is Mr. Burns reported there was a good article in a recent Western Cities Magazine on how an elected Board should interact with the auditors. He will provide a copy to Staff for distribution to the Board, if appropriate. 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 11 UPDATE ON SPRINGBROOK UPGRADE AND NEW MODULES Mr. Davis reported Springbrook provided an upgrade to the accounting software, adding the Accounts Receivable and Fixed Asset Modules. Mr. Davis reported there is a two -week window to work with the upgrades and identify any issues with the programs. ATTORNEY'S REPORT ASTIN V. CMSD (SUP. COURT CASE NO. 06CCO5755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A)) CMSD DISMISSED FROM CASE Mr. Burns reported there were no late breaking developments to report. Mr. Burns stated the District was dismissed from the complaint and the only remaining role would be for Mr. Harriers to appear as a witness in the case, if requested. CONVERSION OF "FIXTURE FEES" TO "CAPACITY CHARGES" Mr. Bums reported he will be working with Mr. Harriers, Mr. Fauth, and Mr. Davis to revise existing ordinances and set up the required accounting changes to convert fixture fees to capacity charges. AGREEMENT WITH STERICYCLE ADDING CVS PHARMACY TO SHARPS PROGRAM Mr. Bums reported is working with Stericycle and will be providing an update at a future meeting and did not recommend signing the current contract. INTERIM AGREEMENT WITH NEXTRUK FOR VEHICLE MAINTENANCE Mr. Bums reported the Standard Professional Services Agreement was utilized for an interim agreement with Nextruk for $110.00 per hour. Mr. Bums reported the mechanic signed the agreement and recommended approval. Mr. Fauth reported the agreement is for a three -month period and Staff will be coming back to the Board in January 2008 with a one -year agreement for approval. Director Ooten suggested Mr. Fauth consider obtaining a quote from the City of Costa Mesa for vehicle maintenance. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 12 Director Ooten motioned to approve the Professional Services Agreement with Nextruk, effective until December 31, 2007. Director Monahan seconded. Motion carries as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan Noes: None AGREEMENT WITH R2H FOR STRUCTURAL ENGINEERING; PROJECT #168 IRVINE PUMPING STATION Mr. Burns presented the Standard Professional Services Agreement with R21-1. Director Ferryman motioned to approve the Standard Professional Agreement with R21-1, not to exceed $7,500. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan Noes: None AB 715 (LAIRD) — LOWFLOW WATER CLOSETS Mr. Burns presented an overview of the law regarding lowflow water closets. A full information memorandum was mailed to Board members as attorney - client privileged information. PUBLIC CONSTRUCTION DAMAGES Mr. Burns presented an overview of a case, Sunnyvale v. Thompson, regarding subcontractors. The Public Contracts Code section 4110 allows damages /penalties if a public works contractor illegally substitutes a subcontractor. OATH OF OFFICE FOR VARIOUS STAFF MEMBERS Mr. Burns presented an overview of a case regarding oath of office for staff members. All Board members have a current Oath of Office on file. Mr. Burns stated Mr. Davis currently has an Oath of Office on file. Mr. Burns, Mr. Harriers, Mr. Fauth, and Ms. Revak will have their Oath of Office prepared and administered. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 13 • LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) MEETING HELD OCTOBER 24, 2007 (DIRECTOR FERRYMAN) Director Ferryman attended the October 24, 2007 OCSD meeting and reported the following: ❑ The first reading of increased compensation for Board members, recommending $221.00 a meeting with a, maximum of six meetings for Board members, ten meetings for the Chairman. ❑ Veto of funding for SARI line ❑ Steering Committee recommended rate increases for the next five years (12% the first year, 10% the following four years) ❑ Westside Pumping Station not in budget SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) MEETING HELD THURSDAY, SEPTEMBER 27, 2007 (PRESIDENT PERRY) President Perry had no additional items to report. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR SCHAFER Director Schafer attended the October 9, 2007 Executive Committee meeting and reported the following: ❑ Report on CSDA/LAFCO ❑ Committee formed for CSDA Annual Meeting in Orange County in 2008. Director Schafer will participate in Committee along with Sandra Jacobs, David Cordero, Joan Finnegan, and Jan Debay. ❑ Discussion on 2007 CSDA Conference in Monterey. ❑ Director Schafer accepted the District of Distinction award for Mesa Consolidated Water District ❑ Demonstration of differences between the generations • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 14 LOCAL AGENCY FORMATION COMMISSION LAFCO DIRECTOR SCHAFER • Director Schafer reported she did not attend the October 10, 2007 LAFCO meeting. The next LAFCO meeting will be held on November 14, 2007. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER) Director Schafer attended the October 1 to October 5, 2007 CSDA Annual Conference and reported the following: ❑ Director Schafer appointed to continue with the Finance Corporation ❑ Director Schafer re- elected Vice President of Finance Corporation ❑ Director Schafer elected Vice President of CSDA ❑ Director Schafer appointed Conference Chair ❑ Jim Acosta elected President of CSDA ❑ Peggy Shirrel elected Treasurer ❑ Planning Session to be held November 15 and 16 in La Jolla. ❑ Bob Rauch to facilitate in 2008 OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD • ORDINANCE N. 55, OPERATIONS CODE SECTION 3.01.030 WACO Director Schafer attended the October 10, 2007 meeting and reported the following: ❑ Reported on CSDA ❑ Program on Water Facilities Going Green — Metropolitan Water District ❑ Speakers — Mike Rojas and Gina DePinto ❑ Program on how our Children can Leap into Action to Conserve Water CHAMBER OF COMMERCE MEETING Director Schafer was unable to attend the meeting — no report. OCCOG Director Schafer was unable to attend the meeting — no report. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 8, 2007 PAGE 15 ® WESTEC Director Ooten attended a conference in San Diego and provided an update and materials for the Board's review including papers on smoke testing for illegal sewer lateral connections and pipe bursting. INTEGRATED WASTE MANAGEMENT COMMITTEE Directors Ooten and Ferryman attended a meeting in Hemet for the Integrated Waste Management and provided a brief overview of technological advances. OLD BUSINESS There was no old business discussed. NEW BUSINESS DATE FOR CMSD CHRISTMAS PARTY Mr. Hamers reported the date for the CMSD Christmas Party was set for. December • 6, 2007 at 6:00 pm. The Golden Dragon was reserved and invitations have been sent. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS There were no comments made. ADJOURNMENT President Perry adjourned the meeting at 7:54 p.m. SECRETARY • PRESIDENT r� COSTA MESA, SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on October 10, 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: Jim Ferryman ; Gary Monahan; Bob Ooten; Art Perry; DIRECTORS ABSENT: STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Karl Dulake, Maintenance Supervisor; Joe Limon, Inspector; Debbie Bjornson, Permit Processing Specialist; OTHERS PRESENT: None CMSD SANITARY SEWER OVERFLOW (SSO) STATISTICS, RISKS, LEVEL SENSOR UPGRADES AND MAINTENANCE UPDATE Mr. Fauth presented the overall SSO statistics for 2007 which added one spill from a grease blockage on October 29, 2007 — grease caused eight SSOs, tree roots caused one SSO and Other issues such as debris blockage and a pump station bubbler failure caused four SSOs. Data continued to show zero SSOs have occurred in areas National Plant Services, Inc. (NPSI), has cleaned District main lines. Telemetry continues to perform satisfactorily. Alternative telemetry backup options may still need to be explored with TRC including the feasibility of using land- lines. Staff will follow -up on Mr. Hamers' suggestion to research the possibility of TRC incorporating a signal indicating a "COMMUNICATION ERROR" to first responders, if possible, especially for catastrophic failures. New lateral lines and grease interceptors (GIs) need to be installed at KFC and Jack in the Box on Harbor Blvd. There are very few SSOs related to high density multi- family units (MFUs). COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 2 Grit Dumping at OCSD is not an issue for CMSD. A quick investigation revealed the NPSI combination sewer cleaning truck used in CMSD was not responsible for incomplete decantering of liquid wastewater prior to dumping solids from the vactor. Mr Fauth suggested adding the vehicle license plate to the OCSD checklist, which OCSD incorporated to aid in future vehicle identification for issue resolution. Mr. Fauth presented the updated "Prioritized Pump Station Retention Times" chart identifying the criticality and hours of wastewater retention per PS and the highest risk pump station (PS) concerns including a prioritized list to back -up and replace PS bubbler systems. The approach identified the prioritized list of PS wastewater level sensors and the planned PS upgrades. Canyon PS remained the most critical with a one -hour retention time and 21 st St. PS is the least critical with a 10 -hour retention time. To date, five PSs (previously President and Elden, plus SCP, Harbor and Victoria) were upgraded with a pressure sensor replacement for the bubbler system. Irvine PS will be upgraded during the relocation /re- construction. The next three PSs JIMNI Systems, Inc will upgrade prior to the next Sewer System Committee Meeting are Gisler, California and Adams. JIMNI Systems, Inc upgrades each PS at a cost of approximately $4,000. Staff adjusted the factors in the "CMSD Pump Station Risk Analysis" chart and placed them objectively on the chart. Staff will continue to research Director Ooten's suggestion to employ a thermography (Infrared Thermal Imaging) technique to detect heat in control panels. Staff will follow -up on Mr. Guzman's recommendation to identify PSs with and without surge protection. The Committee reviewed the OC Santa Ana Region SSO Reporting Guidelines available at: www. ocsd. com/ civica /filebank /blobdIoad.asp ?BlobID =6666 SEWER LATERAL ASSISTANCE PROGRAM AND SURGE FLYERS The Committee briefly reviewed the program status noting the press release, website advertisement, and the rate of application, totaling approximately two to three per week. The application notes "CMSD will contribute up to 50% of the residents' costs in four areas, up to a maximum of $1,800 per parcel ". The purpose is to encourage residents to maintain (clean and CCTV) their laterals on a regular basis to achieve zero SSOs. The Lateral Assistance program remains in the 5 -Year Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level $100,000 per FY. The District plans to distribute the "Sewer Lateral "Surge "" flyer to facilities with a history of experiencing or potentially experiencing a surge during CMSD main line cleaning. Staff scheduled a CMSD presentation at the February 21, 2008 Chamber of Commerce breakfast to explain the program to attendees including realtors and property managers. Director Perry recommended a direct mail program to residents on Royal Palm, an area main line CCTV revealed as having numerous wye connections stuffed with root balls. i y COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 3 C &R Drains is a quality key contractor in the CMSD Sewer Lateral Assistance Program to assist residents with the process to clean, CCTV, evaluate and repair laterals. Mr Hamers initiated a joint program with the City of Costa Mesa to review the City's tree root policy with respect to lateral line issues (and to coordinate efforts with street and sidewalk repairs) at the Liaison Committee meeting held October 26, 2007. Mr Hamers sent a letter to Mr Allan Roeder on November 14, 2007 to set up a meeting to discuss the issue with CMSD representatives; possible dates are December 14, 17, or 21, 2007. POTENTIAL TRANSFER OF SEWER LINES FROM OCSD TO CMSD Staff noted there are eight potential sewer line transfers from OCSD to CMSD. The transfer remains under evaluation. Before acceptance, OCSD would need to clean and CCTV the lines and rehabilitate any deficiencies. Staff presented the following summary status: 1. APPROVED: Avenue of the Arts (S -192); Anton to Sunflower; Built in 1987; Sewer line is in acceptable condition; Six MHs need to be reconditioned; Staff needs to calculate the expected revenue CMSD will collect for the line; 2. APPROVED: Park Center Drive and Anton Blvd. from the West (S -192); Built in 1967; Sewer line is in acceptable condition; Northernmost MH needs to be located and raised; 12" line; 3. APPROVED: Bear Street, in front of Crystal Court — the western line only (S- 193); Sewer line is in acceptable condition; 15" line; 4. APPROVED: Smalley Road trunk line (S -194); Sewer line is in acceptable condition; One MH in the middle of the park needs repair; 15" line on San Leandro Lane; 5. APPROVED: LA Times and South Coast Drive (S -196); Sewer line is in acceptable condition; Need to clarify how IKEA connects to the mainline; 12" line; 6. NOT APPROVED: Pullman St (S -165A and S- 165C); Sewer line is in acceptable condition; Needs MH cover repairs and a MH relocation; only two CMSD connections. 7. UNDER EVALUATION: Pine Creek and Adams (S -181 and S -180); Sewer line is in acceptable condition; 18" line; 8. NOT APPROVED: Pomona Ave (S -152); Sewer line is in acceptable condition; Line is a cut - through only; 18" line; no CMSD connections. More specific details are planned to be discussed at the Sewer Subcommittee meetings. The transfers would effectively transfer these lines from a regional large diameter pipe agency to a local agency. A regional agency generally owns and maintains sewer lines with large diameters (greater than 30 inches) that serve two or more jurisdictions. Local agencies generally transport sewage in smaller lines to these trunk lines and the lines under consideration meet the test as local sewers. Following cleaning, CCTV and any COSTA MESA SANITARY DISTRICT Ogg, g 5 r ayQµ..j. MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 4 required rehabilitation, the transfers result in additional revenue for CMSD at little cost for CMSD to maintain the lines. Many locations have Food Service Establishments (FSEs) and require Fats Oils and Grease (FOG) management within the CMSD. If the lines are not transferred, there could be confusion between OCSD and CMSD as to FOG management. Staff will follow -up on Director Ooten's recommendation to notify the site owners of the transfers while the transfer documentation is in development. Generally speaking, CMSD General Counsel Alan Burns opined CMSD cannot collect fees from facilities on main lines without CMSD actually owning the main lines. FOG PROGRAM EEC representative Jim Kolk meets with the Sewer System Risk Management Subcommittee every other month to review hotspots, costs /hotspot and a potential CMSD residential FOG program (such as in Garden Grove). CMSD plans to start moving towards the high density residential areas. Staff is also contacting waste haulers to identify what they can live with for collecting grease in cans, jars and bags without dramatically contaminating the solid waste and causing problems at the MRFs. The WDR Steering Committee arranged for various agencies. to have Orange County Health Care Agency ( OCHCA) representatives inspect the Food Service Establishments for compliance with the FOG program once per year during their three yearly site visits. During one of the annual visits, the OCHCA inspector will inspect specifically for BMPs and FOG compliance. Each FOG inspection takes up to 20 minutes and costs CMSD approximately $20. EEC is coordinating inspections schedules and reporting with OCHCA. One FSE, the Pasta Connection on 19th St, agreed to pay CMSD $325 /month instead of installing a GI. The agreement is valid through April 2008 when the Pasta Connection lease expires. No further FSE operations can occur at the location after April 2008 until an approved GI is installed at the site. On a related topic, Karl Dulake oversaw the introduction of Root -X in two test locations: 1. 1200 feet + on Fullerton between 19th St and 20th St; 2. 600 feet + on 20th St between Irvine Ave and Tustin Ave; Additionally, tennis balls and rags were identified as a problem in the Indus line area, possibly from co- located dog kennels. Mr Hamers drafted a flyer for residents in the area to assist in preventing the introduction of these materials which block the main lines. CMSD PROJECT #101 - WESTSIDE PUMP STATION ABANDONMENT The Committee supported sending a letter to OCSD to formally propose the project in the OCSD budget, estimated to occur in the FY2012 -2013 timeframe. Mr. Hamers is completing the projected CMSD costs. The two options OCSD costed are as follows: • • i J rSARt ni'�. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 5 1. Option 1: $9.0 M for a gravity flow system, or 2. Option 2: $6.6 M to rebuild the City of Newport Beach Pump Station and the force main. Mr Hamers sent a letter to OCSD requesting OCSD make Project #101 a firm project in the multi -year budget. Director Ooten recommended a follow -up meeting with OCSD regarding Project #101. OCSD rates, based on a five -year horizon, are partially contingent on whether or not this project is incorporated into the OCSD budget. MENDOZA GRAVITY LINE CONCEPT OVERVIEW Staff presented the implications of modifying the Mendoza PS to include an increased storage capacity and gravity flow options in the event of a pump station failure. Discussions determined the risk of an SSO was too great to pursue this option due to the large area served, the slow flow rates, the frictions encountered for turns and blockages when compared to the depth of the lines and manholes and noting Mendoza PS currently has a 2 -hour retention time. The Subcommittee may further review the topic. SSMP CERTIFICATION CMSD satisfied all SSMP Certification requirements as of July 14, 2004 and submitted the information to the California Integrated Water Quality System website. DISTRICT YARD UPDATE CMSD entered a 90 -day escrow for the two vacant parcels at 174 West Wilson Street on August 31, 2007 for a total cash purchase price of $900,000.00 including a $75,000.00 deposit into escrow. The Phase I Environmental Site Assessment (ESA) Report, dated September 26, 2006, documents the site is clean of hazardous waste chemicals - Non - Detectible (ND). Mr. Fauth presented the architectural site, floor plans and site renderings from Mr. Bob Thornton of RTA, Inc., the site architect. The site is envisioned as having a 5,116 SF building on an 18,200 SF lot. Staff will follow -up on Director Ooten's recommendation to identify additional "District -owned Yard" cost savings such as fuel savings from contractor co- located equipment parking and document storage savings from the current storage facility. CMSD submitted the CUP to the City of Costa Mesa on October 3, 2007 and included plans to design a green facility (Leadership in Energy and Environmental Design (LEED)) to Gold building standards. The District will evaluate green building costs versus non -green building costs, roughly estimated to be 8% for a LEED Gold construction. The CMSD CUP is anticipated to be approved at the November 26, 2007 Planning Commission meeting at the City of Costa Mesa Council Chambers. CMSD Directors plan to discuss the Yard acquisition and design concept with City officials upon receipt of the City Staff Report. COE is set for December 14, 2007. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 a PAGE 6 OCSD COOPERATIVE PROJECTS GRANT Mr Harriers proposed the Committee recommend the Board of Directors approve the extension of the OCSD Grant performance period to June 30, 2009 since the main lines are taking two -three times as long to clean and CCTV since the main lines were neglected for so many years due to improper cleaning. This in turn nearly tripled the cost to clean and CCTV the main lines with NPSL This will be the second amendment to OCSD. SEWER SYSTEM SUBCOMMITTEE TOPICS 1. Director Ooten is evaluating low flow toilets at Home Depot — a form of "Flushability Study ". 2. Analysis shows an emergency overflow line at Mendoza PS is not feasible. NEXT MEETING The next meeting is scheduled for December 12, 2007 at 10:30 a.m. The next Sewer System Subcommittee meeting is scheduled for Wednesday, January 16, 2008 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Ooten adjourned the meeting at 11:30 a.m. SECRETARY PRESIDENT • i �1 4 COSTA MESA SANITARY DISTRICT HUMAN RESOURCES MEETING MINUTES November 16, 2007 The Costa Mesa Sanitary District Staff met at 10:00 a.m. at 628 W. 19'" Street, Costa Mesa. Staff Present: Rob Harriers, Tom Fauth, Karl Dulake, Sherry Kallab, Denise Gilbert, Kaitlin Tran, Janel Jackson CMSD Staff met to discuss personnel issues. I. CMSD VEHICLE STICKERS Mr. Fauth requested all employees place the CMSD parking placard on their car windshield for identification as a CMSD employee while parking in the CMSD lot. II. INSTALLATION OF PARKING SIGNS Mr. Fauth reported the District acquired parking space signs to discourage DMV and Goodwill customers from parking in the CMSD lot and prevent the necessity of hiring a towing company. Mr. Harriers directed Staff to hire a contractor to install the posts and signs. III. HOUSEKEEPING - TEAM APPROACH Mr. Fauth reminded Staff to exercise courtesy in the kitchen by cleaning up after themselves and returning utensils and other items to their proper place after using. When an item is depleted, such as paper towels, it should be replaced as a courtesy. Mr. Harriers directed Mr. Dulake to purchase a carpet stain remover and Ms. Jackson to purchase a new coffee maker. IV. REVIEW OF EVACUATION PROCEDURES Mr. Fauth led the staff in a reading of the current CMSD Evacuation Procedures and floor maps. It was agreed to have one of the two ladders upstairs placed in the "Board Member's" office. Mr. Dulake suggested we purchase one set of gloves and hammer for the Accounting office as the windows do not open easily. Mr. Dulake will purchase a Dove soap bar to lubricate the windows throughout the building. Mr. Harriers asked Mr. Fauth to indicate on the upstairs Evacuation map where the two ladders are located. Ms. Gilbert was directed to provide Mr. Fauth with the maps for revision. IV. V. IM sF =4q REVIEW OF PROPER FIRE EXTINGUISHER USE Costa Mesa Sanitary District Minutes of Staff Meeting November 16, 2007 Page 2 Mr. Fauth demonstrated the proper way to activate a fire extinguisher. Four Class ABC fire extinguishers are strategically placed on the first and second floors. It was stressed not to tip the extinguisher upside down and to spray at the base of a fire. The Costa Mesa Fire Department performed the last annual maintenance inspection on April 11, 2007. PERSONAL OFFICE SPACE Mr. Fauth stressed the importance of keeping the offices nice and neat and Staff agreed to tidy up their offices. If assistance is needed, Ms. Jackson offered to help. RECYCLING IN THE OFFICE Mr. Fauth requested Staff cooperation in continuing to recycle office paper and plastics. Mr. Fauth transports paper and plastics from the office to the Orange Coast College Recycling Center every two months demonstrating CMSD support of recycling and the environment. Vlll. CMSD PICNIC TABLE Staff agreed there is no need to purchase a balcony picnic table. IX. CMSD Monitor Video Mr. Fauth asked for volunteers to represent the District. Ms. Gilbert and Ms. Jackson will demonstrate the correct and incorrect way of disposing grease while Mr. Fauth and Mr. Dulake will clean the facility exterior for videotaping /photography. X. Maintaining Notes on Accomplishments and Projects Mr. Fauth suggested each Staff member keep a "living document" listing our accomplishments and projects completed. These records will provide solid documentation of performance items for yearly reviews. Mr. Fauth informed Staff personnel files are located in his office and are available for review. • Trotec thy our community's Health by providing solid waste and sewer collection services. cmsdmAor, XI. XI. Costa Mesa Sanitary District Minutes of Staff Meeting November 16, 2007 Page 3 Employment Advertising Status Mr. Fauth will revise the advertisement for a Management Analyst for re- distribution in local newspapers with a deadline of November 29, 2007. The District received three applications for the Sewer System Maintenance Worker. It was noted our current contractors have not applied for this position and the application deadline is November 26, 2007. Overtime Reduction Mr. Fauth, Ms. Revak and Mr. Dulake will be delegating some of their duties to other Staff in order to reduce overtime. It is cost effective for present Staff to take on more responsibility than to hire additional personnel. Coordination of Holiday Schedules 40 Ms. Jackson will place a copy of the calendar for November and December in the conference room for Staff to note their vacation schedule, ensuring sufficient coverage in the office during the holiday season. Mr. Harriers noted Ms Jacque Rogers should also be invited to the CMSD Holiday Parry. Mr. Fauth reminded staff to RSVP to the Holiday Party. • XII. Electricity and Water Conservation Mr. Fauth asked Staff to be conscientious about conserving water and electricity. Examples include turning office lights off when the office is not in use and to turn off computers at the end of the business day. The lobby and City computers stay on after hours while all others should be turned off. Ms. Revak's computer is ready for installation at her residence. Mr. Fauth is scheduling the installation. The next meeting on personnel issues is scheduled for February 28, 2008 at 10:00 a.m. The meeting was adjourned at 11:10 a.m. Protecting our community's Frealtk by providing solid waste and sewer collection services. crosdcagoz • • 0 Costa Mesa Sanitary District Minutes of Safety /Loss Control Committee Meeting November 16, 2007 Present Rob Hamers Tom Fauth Karl Dulake Paul Guzman Joe Limon Janel Jackson Absent Joan Revak Debbie Bjornson Discussion: Manager /District Engineer Assistant Manager Maintenance Supervisor CMSD Inspector CMSD Inspector Office Specialist Board Secretary /Program Manager /Clerk of the District Permit Processing Specialist I. Tennis Balls in the Sanitary Sewer Mr. Dulake reported tennis balls have been found in the sanitary sewer system around Riverside Drive where all the dog kennels are located. The tennis balls cause a maintenance problem especially when grease or roots are present. Mr. Hamers prepared flyers that were distributed by Mr. Limon. If the problem continues, the flyers will be distributed to the remaining properties in the service area. II. Claim for Damages A resident of Costa Mesa sustained wheel and tire damage to her vehicle after driving over a manhole located in the 600 block of West 18th Street. After discussion, Mr. Hamers will provide the resident with a CMSD claim form due to the resident filing the claim against the City of Costa Mesa. Staff will continue to investigate. III. CMSD #168 Irvine Pumping Station - Update The wet well structure is 50% complete, after which the contractor will install the valve vault and overflow vault. Mr. Guzman and Mr. Limon stated the contractor, Vadnais Corporation, has safety meetings once per week. Safety /Loss Control Committee Minutes November 16, 2007 Page 2 0 IV. Job Site Safety for CMSD Inspectors Mr. Harriers reiterated the importance of on -site safety with the responsible use of hard hats and safety vests. V. CMSD #129 Bristol Street Sewer Mr. Harriers asked Mr. Guzman to visit the City of Newport Beach Public Works Department to obtain a map of the Caltrans, County, and City of Newport Beach boundaries in the vicinity of the forthcoming sewer project. VI. H202 Pick Up Mr. Fauth recommended Mr. Dulake have a second individual with him assisting in pick -up of hydrogen peroxide for safety reasons. Janel Jackson prepared a letter for Mr. Fauth's signature thanking Advanced Sterilization Products for their donation of hydrogen peroxide. Hydrogen peroxide is a by- product of Advanced Sterilization Products' operations and the District uses the compound for odor control. VII. Project #175 — Televising Sewer Lines Mr. Fauth provided Mr. Dulake with the log -book containing National Plant Services' safety meeting notes. National Plant Services has a safety meeting every work day. VIII. Spill Report Mr. Fauth distributed the Occurrence Report Summary indicating an exceptionally low 119 gallons lost to the environment during 2007. Mr. Harriers will schedule the next meeting in February 2008. Distribution: CMSD Safety Committee Members CMSD Board of Directors at December 2007 regular meeting n 2 c: COSTA MESA SANITARY DISTRICT Board of Directors Special Meeting Held November 26, 2007 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on November 26, 2007 at 6:30 p.m. at the City of Costa Mesa Council Chambers, 77 Fair Drive, Costa Mesa, for the purpose of attending the public hearing held by the City Planning Commission for the District's application to construct a corporate yard at 174 West Wilson Street, Costa Mesa. Directors Present: Art Perry, Arlene Schafer, Bob Ooten, James Ferryman Staff Present: Robin Harriers, Manager /District Engineer; Tom Fauth, Assistant Manager Others Present: Robert Thornton Robert Thornton Architects, Inc. P.O. Box 1512 Newport Beach, CA Donald E. Gregg, Agent Curtis & Associates 3187 -F Airway Avenue Costa Mesa, CA 1. Proposed Corporate Yard at 174 Wilson Street The City Planning Commission received a project overview from Planner Mel Lee. Mr. Thornton and Mr. Hamers represented the Sanitary District and briefly answered questions from the Commissioners. Mr. Thornton and.Mr. Harriers then stated they reviewed the proposed Conditions of Approval and were in agreement as written. Planning Chair Donn Hall opened the public hearing to consider Planning Application PA- 07-32 for the proposed building. No one from rnrotecting our community s health 6y providing soW waste and sewer coaection services crosdcagov MINUTES OF SPECIAL MEETING November 26, 2007 Page 2 the public spoke on the matter. Mr. Hall closed the public hearing and the Planning Commission voted in favor of the project 5 -0 subject to the Conditions of Approval. II. Public Comments No one from the public spoke on the matter. President Secretary • • Protecting our community s health 6y providing soCzd waste and .sewer coQection services crosdca.gov • s • WDR Reported Spill Data OCCURRENCE REPORT SUMMARY 11/27/2007 11/18/2007 Sanitary Sewer Overflow Occurrence Report Summary, 2007 SSO EVENT ID _ Private District Est Total Spill Completely Event Line Line # Gallons Contained ? Uncontained Est # Private Gallons Spilled Uncontained Est # Public Gallons Spilled Date into Storm drain into Storm drain 2/20/2007 Debris/Rags blocked Residential Main Line; 2069 President Place 647140 113 N 19 3/24/2007 Gisler Pump Station Air Bubbler Failed - Replaced - 3003 Iowa St 648508 38 N 38 4/3/2007 Tree Roots Blocked District Main Line, 241 E 19th St 648882 150 Y 4/4/2007 Grease Blocked PRIVATE Lateral CA Wok - 3033 Bristol St 648962 28 Y 4/10/2007 Pushed -In Grease /Roots blocked Main; 2213 American Avenue 649201 122 N 12 4/21 -22/07 Grease Blocked Private Lateral /MH; 1400 Bristol St Travelod e 649697 119 Y 5/28/2007 Grease Blocked Main at Sandwich Shop @ 1599 Superior Ave 651145 4 Y 6/15/2007 Grease, Paper, Debris Blocked Easement Main Line @ 1571 Indus St 652368 50 Y 9/4/2007 Unknown CMSD Main Line Blockage ; 772 W 16th St; 656833 200 N 50 9/4/2007 Unknown CMSD Main Line Blockage ; 1599 Superior Ave; 656834 20 Y 10/5/2007 Grease Blocked Lateral - Non-compliant GI 3030 Harbor Blvd-Wir 704812 570 Y 10/6/2007 Grease Blocked Lateral - Non-compliant GI 3030 Harbor Blvd-Wir 704813 1 420 Y 10/29/2007 Grease Blocked Lateral - No GI @ KFC FSE - 2950 Harbor Blvd 706812 14 Y 11/18/2007 Debris /Fern Products blocked Main Line - 20291 Cypress St 77332 45 Y KEY: GREASE 1 8 5 3 ROOTS 1 1 OTHER 51 5 TOTALS 141 5 1 9 Total # Gallons 1,8931 1,774 1 01 119 Percentages 100.00% 1 93.71% 1 0.00% 1 6.29% CMSD Staff: 949 - 645 -8400 1 of 1 �fP"aA�1tTgR't. lZf 9E(y r t COSZV MES-X SIX PROJECT STATUS REPORT December 2007 Project 1112100 -101 West Side Pumping Station Abandonment 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 for a regional facility and then meet again to discuss the feasibility. The cost estimate has been prepared and is being considered by both agencies. The CMSD updated its costs of the local sewer lines and confirmed the ability to fund the projects. A letter was sent to OCSD requesting the regional facility become a formal OCSD project and the letter was favorably received. is 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 the City of Newport Beach. Project 1112100 -135 Reconstructing Force Main for Elden Pumping Station (Phase II) Construction was completed in 1995 and the State Department of General Services (DGS) transmitted the sewer easement. The easement has been recorded and distributed to all parties. Project 1112100 -159 Televising Sewer Lines Areas are televised as needed, particularly for the yearly fats, oils, and grease (FOG) program. Is Project 1112100 -168 Irvine Pumping Station Remodel or Relocation Bid opening was June 4, 2007, and the Board awarded the construction contract to Vadnais Corporation. Construction is approximately 40% complete. Project 1112100 -171 Irvine Pumping Station Force Main Rehabilitation -Phase I The design phase is continuing. Project 1112100 -175 OCSD Cooperative Projects Grant - Televisinq CMSD Sewer Lines The televising is continuing and is approximately 60% complete. Project 1112100 -180 WDR Grease Control Program Phase IV The project is continuing. Project 1112100 -186 Sewer Lateral Assistance Program The project is continuing and 13 applications have been received to date. • Protecting our community's health 6y providing solid waste and sewer collection services. crosdca.gov • COSTA MESA SANITARY DISTRICT MINUTES OF 2007 -2008 CR &R PERFORMANCE FEEDBACK MEETING NOVEMBER 14, 20075 12:30 P.M. Attendees: Robin Hamers, Manager /District Engineer Thomas Fauth, Assistant Manager Sherry Kallab, Accountant Debbie Bjornson, Permit Processing Specialist Denise Gilbert, Public Outreach Coordinator Janel Jackson, Office Specialist Dean Ruff ridge, Senior Vice President, CR &R Norma Fernandez, Dispatch Supervisor Royden Fujimori, Field Supervisor 1. CMSD and CR &R provided 25 60 -gal standardized trash cans to the City of Costa Mesa Planning Department for document storage — Positive — CMSD to inform the Board. r 2. August 2007: CR &R provided disposable trash boxes for a neighborhood cleanup — Positive. 3. October 2007: CR &R provided disposable trash boxes for a short- notice recycling event — Positive. 4. June - August 2007: Large Item PickUp (LIPU) did not run smooth — CR &R to reply to CMSD with a plan. 5. Christmas Tree Recycling needs to go smoothly and within the 3 week schedule with heavier crew up front — heaviest following the 5 -days after the holiday — CR &R to reply to CMSD with a plan. 6. September 30, 2007 CR &R Accounting of Revenue to the District is due — CR &R to reply to CMSD with a plan. 7. CR &R Corporate Structural Changes or Change of Stock Ownership — Status — No Change — CR &R to reply to CMSD with a plan. 8. Grandfathered Barrels Discussion: Note: Per CR &R, approximately 400 standardized trash can accounts were sent to collection agencies out of 2500 accounts. 9. Occupancy Reports Variance — Audit Status in December 2007; a. Addresses vs parcels note. CMSD Springbrook software is now upgraded; Sherry Kallab to work with CR &R to resolve. b. Note 9 -30 -07 date; Tie to #6; CMSD. Board Change of Mind; CR &R to clarify numbers, # residents, number of containers, policy decision to allow additional grandfathering and Board date to change; 10. Monthly Complaint Logs are in receipt from Karen Kennedy — Positive. 11. Rate Stabilization Reports — Quarterly — None delivered in FY07 -08 to date — CR &R to reply to CMSD. COSTA MESA SANITARY DISTRICT MINUTES OF 2007 -2008 CR &R PERFORMANCE FEEDBACK MEETING NOVEMBER 14, 2007 PAGE 2 12. Telephone Book Recycling Program — Scheduled for 11 -14 -07 through 12- 21 -07; a. Collection Counts Improvement; Dumpsters delivered Friday 11 -9 -07; CR &R to improve the process by estimating dumpster size by quarter size filled per pickup and set weight per quarter size pickup. 13. Drivers: a. Excess trash reporting; CR &R to emphasize the need to drivers; CMSD to generate and track a log of reports through Janel Jackson; b. Tagged /Graffiti standardized containers reporting /replacement — "A, B, C Tags "; CR &R to pursue; CR &R exchanges barrels instead of painting in the field; CR &R will replace the barrels and residents are to call in for stenciling; ff 14. Educational Brochure(s) — Due 12- 31 -07; CR &R to suggest options, i.e. with LIPU notice; 15. CR &R to Continue working to deliver the Waste Diversion Reports within the first three business days of the month. 16. Reply to Mr Morello — Status; — CR &R to reply to CMSD with an update; 17. Alternative Fuel Options: a. Considered; CR &R Reply: New vehicles have to be natural gas (LNG or CNG) b. To be considered; Biodiesel is not an accepted alternative fuel in California; 18. Quarterly Truck Signage Rotation: Examples are standard events such as LIPU, Christmas Tree Collection, Telephone Book Recycling — to be approved through CMSD ahead of time; 19. AB939 Education Program — CR &R to suggest options to CMSD. CR &R will propose the next performance feedback meeting date estimated to be in April, 2008. ADJOURNMENT Assistant Manager Thomas Fauth adjourned the meeting at 2:30 p.m. cc: Staff CR &R • n U November 30, 2007 OF'�� C Mr. Robin B. Hamers, cofj'��FSA os?oo, O Manager / District Engineer ��`r��`� al Costa Mesa Sanitary District CJ 628 West 19th Street Costa Mesa, California 92627 -2718 Re: Response to Performance Feedback Meeting Dear Rob: Thank you for the opportunity to report back to you on questions regarding our solid waste and recycling services for the Costa Mesa Sanitary District. Of the items discussed at our meeting of November 14, 2007, we will herewith reply to the necessary areas addressed: 1. Large Item Pick Up. CR &R encountered two problems from this year's LIPU process. The first involved the notification process. Some residents claimed that they were not notified of the day of pick -up. The second issue was that some residents were not serviced on the designated service day. Our investigation uncovered the following: 1. Flyer distributors did not distribute to all required streets on the designated days. 2. Flyer distributors did not hang flyers consistently at individual houses. 3. Flyers included a magnet having a certain weight attached caused many flyers to fall off the initial dispersed location. 4. Drivers did not complete original designated routes due to vehicle capacity issues as well as having to retrace areas that required service due to the notification process. Corrective Action: 1. Flyer distributors will be better trained on route completion and flyer hanging technique. 2. Flyer distributors will be given a mapped checklist to verify all streets where flyers were distributed. Time will be a component of checked items. 3. Drivers will be given the same mapped checklist to use as their required service area. 4. A back -up truck will be in place for any capacity or coverage issues. 5. Route Managers will do sweeps throughout covered neighborhoods to insure the integrity of the process. 2. Christmas Tree Pick -Up (Dec. 26 through Jan. 11) The annual Christmas tree pick up process will begin December 26th. We will initially start with one designated tree truck due to low volume in the initial week (Wednesday through Saturday). The remaining period always has a higher volume of trees; therefore we will have two tree trucks collecting in all neighborhoods. CR &R INCORPORATED 11292 WESTERN AVE. P.O. BOX 125 TON, 90680 26.96 67 7 7 826.9049 714.890.6347 Fax CRRWASTESERVICES.COM recycled paper 3. Accounting of revenues to the District of extra containers is attached. A summary of "added grandfathered containers" is also attached as invoice 74- 00233232. . 4. Corporate Structural Changes. There have been no changes this past year. 5. The Telephone Book Recycling Program is underway. CR &R will collect every Friday and allocate weights at each location depending upon the amount in each bin collected. 6. CR &R will counsel all drivers to attain better reporting in the field regarding excess trash at the curbside. 7. CR &R will also instruct drivers to report containers that need to be replaced due to normal wear and tear as well as graffiti units requiring replacement. 8. CR &R will work on a draft education brochure for District distribution and present to staff in the next couple of months. 9. Collection vehicle signage will be installed advertising the Christmas tree collection and recycling program. 10. CR &R will work with staff on an integrated AB939 Education program to better educate the residents of recycling options, as well to inform them that their waste is separated at the Materials Recovery Facility for added diversion. 11. CR &R is investigating on -site container cleaning/washing for the convenience of Costa Mesa Sanitary District residents. A video will be delivered to staff for review. 12. Norma and Royden will meet with staff to review container deliveries from January and to verify parcel charges. Additionally, they will work with District staff to cross check addresses vs. parcels identified in the system. 13. CR &R will work with staff to find the discrepancies of 100+ parcels from that being charged on the tax rolls vs. the CR &R route audit process. We believe these are the issues identified for our response. Should anything further be needed, please do not hesitate to call. As always, it's a pleasure being of service to the Costa Mesa Sanitary District. Respectfully submitted, Dean A. Ruffridgee,, Senior Vice -President cc Thomas Fauth David Ronnenberg Royden Fujimoni Norma Fernandez K • v O Costa Mesa Sanitary District �strict 4POAK Memorandum To: Board of Directors and Staff From: Denise Gilbert Date: December 3, 2007 Subject: Sharps Program Update Staff added at CVS at 1835 Newport Blvd Ste. G Costa Mesa, CA 92627 to the District Sharps.Progra.m. Staff contacted CVS in early October and informed CVS them about the District's program, and CVS immediately expressed interest. Staff coordinated and signed an Agreement with this CVS pharmacy, delivered sharps containers and the program is currently under way. ® To have better Sharps Program coverage within the District, staff recommends expanding the program to include a Pharmacy on 17th Street. Lacks program pharmacies on the East side of Costa Mesa. Currently the Sharps budget for 2007 -2008 fiscal year will cover the additional costs of the pharmacy CVS. However, for next year and further expansion of the program staff recommends a budget increase for the 2008 -2009 fiscal year. • 0 0 Sharps Program Costs 2007 -2008 Stericycle Monthly Costs Per Pharmacy Jul -07 Aug -07 Sep -07 Oct -07 Nov -07 Dec-07 Jan -08 Feb -08 Mar -08 Apr -08 May -08 Jun -08 Rite Aid Pharmacy $113.54 $195.75 $97.91 $97.89 $505.09 (Second Pickup for above) $98.08 1 1 1 1 $98.08 White Front Pharmacy $97.62 $97.68 $112.82 $97.74 $405.86 (Second Pickup for above ) Steven's Pharmacy $106.47 $106.28 $106.36 $212.26 $531.37 (Second Pickup for above ) Ramsey Rexall Pharmacy $97.62 $185.66 $185.78 1 1 1 $469.06 (Second Pickup for above ) CVS Pharmacy (Second Pickup for above ) $513.33 $585.37 $317.09 $593.67 1 $2,009.46 Lbs Per month Pick-up Rite Aid Pharmacy 56.40 50.90 36.70 35.70 179.70 (Second Pickup for above) 50.70 17.70 1 68.40 White Front Pharmacy 14.40 18.90 21.60 23.40 78.30 (Second Pickup for above ) Steven's Pharmacy 33.40 17.90 24.40 32.00 107.70 (Second Pickup for above) 12.90 Ramsey Rexall Pharmacy 14.30 17.40 26.90 58.60 (Second Pickup for above)_ CVS Pharmacy (Second Pickup for above) 169.20 122.80 1 82.70 130.90 1 505.60 Vendor: Professional Hospital Su pip 7/1/07 $2,846.52 rRiteAid upply order 5/15.07 $373.99 order ed 2 boxes in error. New employee didn't know where to call for more containers. 9/14/06 $2,593.33 Sharps Program Costs 2007 -2008 1/3/06 $2,547.87 2/14105 $2,592.43 3/15/04 $2,527.11 2/24/03 $2,420.60 6/6/02 $2,527.11 Total $18,429.26 Sharps Budget 10,000 4,856.28 Available Balance 5143.72 • LI • K''