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Agenda Packets - Board - 2000-12-12COSTA MESA SANITARY DISTRICT AGENDA Regular Meeting October 12, 2000 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 at the end of the agenda. 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 five minutes. The Presiding officer reserves the right to declare any speaker out of order. In compliance with ADA, contact 35.102.35.104 to Revak, (Title 54 -5087, 48 hours prior to meeting if assistance is needed RECOMMENDED ACTION I. CALL TO ORDER - 6:00 p.m. - Conference Room 1 A II. PLEDGE OF ALLEGIANCE III. INVOCATION IV. ROLL CALL .V. CONSENT CALENDAR - All matters listed under one he Consent ons n the Calendar are considered to be routine and will be enacted I below. There will be no separate discussion the prior �ohthe publ c Board votes on the motion, unless members of request specific items to be removed from Consent Calendar ConsentfCaelndarsand in which event the item well be considered in its normal sequence on the agenda. Minute Approval 1 . Recycling Committee Meeting - September 12, 2000 Approve 2. Investment Oversight Committee Meeting - September 14, 2000 Approve Approve 3. Regular Meeting - September 14, 2000 Approve 4. Special Meeting - October 4, 2000 Reports Manager's Reports 5. Occupancy Report and payment to Costa Mesa Disposal Approve for trash collection services for October 2000 No Refunds 6. Refunds COSTA MESA SANITARY DISTRICT AGENDA 1 6. Recycling Reports (a) Waste Diversion Report - September 2000 (b) Contract Payment to CR Transfer for recycling services and disposal for September 2000 (c) Retroactive Payment to CR Transfer Reflecting CPI Increase for July and August 2000 Engineer's Reports 7. Project Status Report October 12, 2000 Page 2 RECOMMENDED ACTION Receive and File Approve Approve Receive and File Treasurer's Reports 8. Financial Report as of September 30, 2000 Receive and File 9. Report of Monies on Deposit as of September 30, 2000 Receive and File ® 10. Warrant Register for October 2000 in the amount of $278,481.32 Approve Payment -------------------------------------- - - - - -- -END OF CONSENT CALENDAR--------------------------------------- - - - - -- VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Recycling Committee 1. Public Outreach Program X� V,j,tJ /� = Accept Report 2. Standardized Container Program l.vtL UVEL d, iIVAP -4 IN (a) Special Meeting - October 4, 2000 Accept Report 3. City of Costa Mesa Recycling Programs (a) Proposed City Amendment to Title 20 Accept Report (b) Curbside Trash Collection Accept Report (c) Reduction of Per Ton Charge from $1.00 to $0.55 Accept Report COSTA MESA SANITARY DISTRICT AGENDA f October 12, 2000 Page 3 RECOMMENDED ACTION 4. Tire Recycling Event �� "f �� j�" Accept Report & Authorize VVV �� jC ✓? ` ��� Q���� Expenditure Not to Exceed $500 5. Telephone Book Recycling Program With Schools Accept Report B. Anti - Scavenging and Screening of Trash Containers Enforcement Reports C. CMSD Strategic Plan 1. Meeting with Midway City Sanitary District 2. Meeting with Strategic .Planning Consultant IX. ENGINEER'S REPORTS A. Emergency Work 1. W. 18`h Street Sewer 2. Victoria Street Pumping Station 3. Iowa Street Pumping Station 4. Aviemore Pumping Station B. OCSD Spill Prevention and Response Workshop 2000 - September 26, 2000 C. Capacity, Management, Operations and Maintenance (CMOM) Seminar for OCSD Member Agencies - September 20, 2000 D. Anniversary Lane Sewer Agreement(s) X. TREASURER'S REPORTS XI. ATTORNEY'S REPORTS A. City of Newport Beach Intent to Reorganize County Territories 1. Report on Providing Trash Collection Services Accept Reports Accept Report Review Dates Ratify Actions by Manager Ratify Actions by Manager Ratify Actions by Manager Ratify Actions by Manager Accept Report Accept Report Execute Agreement(s) Accept Report B. Incorporation of CMSD Financial Policies into Operations Code 1. CMSD Ordinance No. 34 Amending the District's Operations Approve Code to Incorporate Its Financial Policies INU `1 COSTA MESA SANITARY DISTRICT `AGENDA XII. LOCAL MEETINGS A. Independent Special Districts of Orange County (ISDOC) 1. Quarterly Meeting and Election of Executive Committee Officers - November 30, 2000 B. Local Agency Formation Commission (LAFCO) 1. Implementation of New Law - AB 2838 (Hertzberg) C. Costa Mesa Chamber of Commerce Legislation Committee D. Orange County Sanitation District 1. Regular Meeting - September 27, 2000 E. Water Advisory Committee of Orange County (WACO) F. Orange County Council of Governments (OCCOG) ® 1. Letter Requesting Membership G. CSDA 1. 315` Annual Conference - September 27 -29, 2000 - Monterey H. Santa Ana River Flood Protection Agency 1. Executive Committee Meeting - September 28, 2000 Pam XIII. OLD BUSINESS CMW A. Election 2000 XIV. NEW BUSINESS A. Southern California Waste Management Forum: 2000 Annual Conference - November 16, 2000 XV. ORAL COMMUNICATIONS XVI.. ADJOURNMENT October 12, 2000 Page 4 RECOMMENDED ACTION Accept Report and Consider Attendance Accept Report Accept Report Accept Report Accept Report Accept Report Authorize Signature Accept Report Accept Report Accept Report Consider Attendance • 0 COSTA MESA SANITARY DISTRICT Minutes of the Recycling Committee Meeting Held September 12, 2000 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 3A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Jim Ferryman Staff Present: Rob Harriers, Joan Revak, Dawn Schmeisser, Ron Hayes Public Outreach Program Staff is continuing to work on the video as part of the public outreach program. Mr. Fauth was not available to give an update on progress made on this project. Standardised Container Program Mr. Harriers informed the Committee that proposals for refuse containers were received at bid opening, which occurred Tuesday, September 5, 2000. Staff is compiling a matrix of manufacturers and will be evaluating the bids. Out of all bids, only three meet materials criteria specified in the notice inviting proposals. The Committee will recommend that a Special Meeting be scheduled so the Board of Directors can review the proposals. Ms. Revak reported the Board has been invited to visit the Corporation Yard to view and evaluate the cans. Mr. Harriers advised that District Treasurer, Marc Puckett has done preliminary research into financing the purchase. Large Item Collection Ms. Revak presented a final report on the 2000 Large Item Collection Program, which ran from June 19 through August 25, 2000. Costa Mesa Disposal reported a total of 507 tons of large items collected and taken to the landfill at a cost of $11,148.00. The District received a credit for 136.08 tons of white goods in the amount of $3,691, resulting in a total program cost of $7,457. Ms. Revak presented the following historical perspective on the tonnage and cost factors for this program. COSTA MESA SANITARY DISTRICT 2 Minutes of the Recycling Committee Meeting September 12. 2000 • Tons Collected & Landfilled 452 434 422.00 462.00 458.00 507.00 Tons of White Goods 10.5 59.12 79.79 85.11 86.04 136.08 Cost for Landfill Charges $15,010.00 $11,721.00 $9,276.00 $10,162.00 $10,086.00 $11,148.00 Credit for White Goods $ 418.00 $ 1,188.00 $3,191.001 $3,645.00 $2,631.00 $ 3,691.00 Avg. $ Per Ton for White Goods $ 39.81 $ 20.09 $ 39.99 $ 42.83 $ 30.58 $ 27.12 Total Program Cost $14,592.00 $ 10,533.00 $ 6,085.00 $ 6,517.00 $7,455.00 $ 7,457.00 With a 58.16% increase in white goods tonnage over last year, the amount increased for the sixth year in a row. The District's continued commitment to anti - scavenging enforcement may have an impact on the collected tonnage. Despite the higher white goods tonnage, the total program cost ran almost the same as last year due to the lower salvage value of white goods. Ms. Revak stressed how popular this program is with residents serviced by the District and generates many inquires to office staff, imposing a heavy additional workload. Mr. Hamers recommended the District budget for temporary personnel to assist office staff with the increased volume of calls generated by this program Tire Recycling Event Mr. Hamers advised the Committee that staff is planning the Used Tire Round -Up. The event is being coordinated with the Orange County Conservation Corps and will be held on October 14, 2000. City of Costa Mesa's 1999 Annual Report to Integrated Waste Management Board Mr. Hamers presented the City of Costa Mesa's 1999 Annual Report to the Integrated Waste Management Board 0 • • COSTA MESA SANITARY DISTRICT 3 Wniltes of the ftcycling Committee Meeting September 12. 2000 Costa Mesa Chamber of Commerce "2000- 2001" Map Ms. Schmeisser reported on a meeting held with a Costa Mesa Chamber of Commerce representative with regard to the "Costa Mesa City Map" produced by the Chamber. The map, last produced in 1997, includes advertising from Chamber members. Cost for a double vertical (double business card, 6 -3/4" X 1 -7/8 ")'would be $950 and the District could promote the many services offered, including HHW pickup, Large Item Pick Up, Christmas Tree recycling, telephone book and auto tire recycling, Sharps program and sewerage maintenance /emergency management. The production run of 15,000 maps equates to less than $.07 per map advertising cost for a double vertical ad. The Committee will present the information to the Board of Directors at the next regular meeting and recommend the District approve the expenditure. The meeting was adjourned at 11:02 a.m. Secretary President COSTA MESA SANITARY DISTRICT • MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING SEPTEMBER 14, 2000 CALL TO ORDER The meeting was called to order at 5:30 p.m. by Arlene Schafer. ROLL CALL Committee Members Present: Mr. Rob Hamers, District Manager Director James Ferryman (rotating committee member) Director Arlene Schafer (rotating committee member) Absent: Mr. Marc Puckett, Director of Finance Staff Members Present: Ms. Nita McKay, Assistant Finance Director Ms. Judy Vickers, Revenue Supervisor Mr. Ron Hayes, Accountant is TREASURER'S REPORT FOR SEPTEMBER, 2000 Ms. Vickers presented the Treasurer's Report and discussed the recent investing activity of the District. Discussion followed. OTHER BUSINESS ADJOURNMENT Approved by: None. The meeting adjourned at 5:55 p.m. Secretary, Costa Mesa Sanitary District Board of Directors n LJ President, Costa Mesa Sanitary District Board of Directors COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meetinq held September 14, 2000 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on September 14, 2000, at 6:00 p.m., in Council Chambers of the Civic Center, 77 Fair Drive, Costa Mesa. Vice President Schafer called the meeting to order at 6:00 p.m. Vice President Schafer led the Pledge of Allegiance. Director Woodside gave the invocation. ROLL CALL: Directors Present: Art Perry (Arrived at 6:22 p.m.), Arlene Schafer, Greg Woodside, James Ferryman, Dan Worthington Directors Absent: None Staff Present: Robin Hamers, Manager /Engineer; Alan • Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Nita McKay, Assistant Finance Director; Judy Vickers, Revenue Supervisor; Ron Hayes, Accountant, Finance Department. Others Present: None. CONSENT CALENDAR On motion by Director Ferryman and seconded by Director Worthington, the Consent Calendar was approved as presented. Motion carried 4 -0. MINUTES Approved Minutes of The minutes for the Special Meeting of August 7, 2000, Special Meeting, were approved as distributed. August 7, 2000 . Approved Minutes of The minutes for the Recycling Committee meeting of Recycling Committee August 8, 2000, were approved as distributed. Meeting, August 8, 2000 COSTA MESA SANITARY DISTRICT .2 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 L Approved Minutes of The minutes for the regular meeting of August 10, 2000, • Regular Meeting were approved as distributed. August 10, 2000 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count documented a decrease of Report and payment of 13 units in the occupancy report for solid waste collection $ 168,661.74 to Costa as of September 1, 2000. Therefore, the total for Mesa Disposal for trash September is 21,139. Board directed Staff to prepare a collection services for warrant for $168,661.74 to Costa Mesa Disposal on September 2000 October 1, 2000, for payment for September trash collection based on the September count of 21,139. REFUNDS In accordance with Resolution No. 96 -584, adopted by the Costa Mesa Sanitary District on April 17, 1996, the following refunds were granted subsequent to receiving a signed statement from the applicants: Approved refund Approved Refund to Donald Ward of $682.68 Parcel Address: 396 Hamilton Street • to Donald Ward Assessor's Parcel No. 419 - 172 -43 Trash Refund: $664.96 Sewer Refund: $17.72 Total Trash Refund: $682.68 Parcel using private trash service, Parcel was charged for 4 units instead of 3 units. RECYCLING REPORTS Waste Diversion Report for The Waste Diversion Report for July 2000, showing a July 2000 was received 51.07% diversion rate, was received and filed. and filed Waste Diversion Report for The Waste Diversion Report for August 2000, showing a August 2000 was received 51.37% diversion rate, was received and filed. and filed Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer recycling services and disposal for the month of August for $147,070.12 2000 in the amount of $147,070.12. ENGINEER'S REPORTS Project Status Report was The Project Status Report for September 2000, was • received and filed. accepted as submitted. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 0 TREASURER'S REPORTS Financial Report as of The Financial Report as of August 31, 2000, was accepted August 31, 2000, was as submitted. received and filed. Report of Monies on The Report of Monies on Deposit as of August 31, 2000, Deposit as of was accepted as submitted. August 31, 2000, was received and filed Approved Warrant 2001 -03 Warrant Resolution #CMSD 2001 -03 was approved, for August 2000, in the authorizing the President and Secretary to sign the warrant amount of $748,110.09. and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $748,110.09. END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE PUBLIC OUTREACH PROGRAM Mr. Fauth reported all the videotaping has been completed with the exception of the permitting process. Mr. Fauth reported he has added the tire drop off centers and the biofilter process to the list of items to be shown on the video. Mr. Fauth received permission from the Orange County Integrated Waste Management Board to include any or all of their videotape produced depicting landfills. Mr. Fauth will begin editing the order of the videotape as soon as possible. Mr. Fauth inquired whether the Board members had a desire to appear in the video. The Board members unanimously determined a short interview with each Board ® Member would not be of interest and would "date" the tape should Board Members change. The Board determined a quick shot of a meeting "in action" would be adequate. COSTA MESA SANITARY DISTRICT • 4 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 STANDARDIZED CONTAINER PROGRAM - BID OPENING Director Worthington reported samples of trash containers were in the Corporate Yard and encouraged Board Members to view the containers to acquaint themselves with the differences in construction and materials. Director Worthington reported a container manufactured from rotationally molded, crosslink, high - density polyethylene creates a container with increased longevity. Director Worthington reported the Committee determined there was enough information requiring investigation that a special meeting should be held to discuss the merits of each container and the variances in container style (handles, wheel size and material, etc.). Mr. Fauth also suggested they consider the recyclability of the containers once they reach the end of their performance period. President Perry arrived (6:22 p.m.) Mr. Burns reported one bid was found in the City's mailroom after the deadline and instructed the Board that a determination needed to be made as to whether to include the late proposal for consideration. Mr. Harriers advised the Board that prior to the bid opening deadline, staff retrieved several bids from the City Clerk's office. The Board determined a special meeting would be held on October 4, 2000, at 12:00 p.m. to discuss whether to include the late proposal and to discuss the merits of each container. Ms. Revak will send each Board Member a set of container specifications to review prior to the special meeting. LARGE ITEM COLLECTION - FINAL REPORT Director Worthington presented the Large Item Collection Final Report and reported a total of 507 tons of Large Items was collected and taken to the landfill at a cost of $11,148.00. The District received a credit for 136.08 tons of white goods in the amount of $3,691.00, resulting in a total program cost of $7,457.00. Ms. Revak provided a chart displaying a historical perspective and cost factors on the Large Item Collection Program. Director Worthington reported the District receives an enthusiastic response from the residents regarding the Large Item Collection. TIRE RECYCLING EVENT Director Worthington reported the 3rd Annual Tire Recycling Event will take place at the Corporate Yard on October 14, 2000. 0 • • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 CITY OF COSTA MESA'S 1999 ANNUAL REPORT TO INTEGRATED WASTE MANAGEMENT BOARD Director Worthington presented the City of Costa Mesa's 1999 Annual Report to Integrated Waste Management Board. Discussion was held regarding the method of percentage computation. COSTA MESA CHAMBER OF COMMERCE "2000- 2001" MAP Director Worthington reported the Costa Mesa Chamber of Commerce authorizes the production of a Costa Mesa City Map, every three to four years, containing advertising opportunities around the perimeter of the map. The last publication was in 1997. The Board discussed participation in the map advertising at a cost of $800.00. Director Worthington motioned to place an ad in the Chamber of Commerce "2000- 2001" Map at a cost not to exceed $800.00. President Perry seconded. Motion carried unanimously. SOURCE REDUCTION AND RECYCLING ELEMENT AB939 UPDATE ON ACTIVITIES ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of August 2000. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 1 0 Area II 2 0 Area III 4 0 Area IV 0 0 TOTAL 7 0 The report contained a detailed listing of the scavenging statistics. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the five -week period beginning July 24, 2000 and ending August 27, 2000. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 N Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef monitored the large item pickup areas to enforce proper disposal of approved large items. Mr. Shef contacted a gardener for a residence on Anaheim Avenue to tell him not to leave bags at the curb too early. Mr. Shef distributed 63 courtesy flyers to encourage compliance. Ms. Schmeisser reported 4 letters have been sent out to property owners requesting them to comply within 30 days or receive a citation. CMSD STRATEGIC PLAN CONTACT WITH MIDWAY CITY SANITARY DISTRICT Ms. Revak reported a meeting with Midway City had been tentatively scheduled but did not take place due to the absence of two of their Directors. Ms. Revak reported Midway City has placed an item on their September 19, 2000 agenda to set a meeting date with the District and will contact Ms. Revak to coordinate. MEETING WITH STRATEGIC PLANNING CONSULTANT Ms. Revak reported she is working with the consultant to organize the meetings into three meetings, a session of one -on -one with each Director and two group meetings with all Directors. Ms. Revak is awaiting response from Mr. Rauch with his availability schedule. Ms. Schmeisser left the meeting (7:00 p.m.) ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION MEETING - ( OCEMO) SEPTEMBER 7, 2000 Mr. Hamers reported the District is a member of a 70- agency organization, Orange County Emergency Management Organization Meeting - ( OCEMO), formed to provide emergency response services. Mr. Hamers reported the organization has requested increased member participation. Mr. Fauth will attend their meetings and report back to the Board. Mr. Fauth attended a meeting with OCEMO and reported they are working on their strategic plan. Mr. Fauth reported they are attempting to make the meetings meet the needs of the members to increase the participation. Mr. Fauth reported OCEMO is focusing on four basic committees: planning, communications, administration, and training. 0 l COSTA MESA SANITARY DISTRICT 7 tl MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 J' CITY OF NEWPORT BEACH RESOLUTION OF INTENT TO REORGANIZE TERRITORY Mr. Hamers presented a resolution from the City of Newport Beach stating their intent to reorganize their territory. Mr. Hamers reported Newport Beach plans to annex the eastern portion of Santa Ana Heights, which Would affect the District's trash collection but not sewer services. Mr. Hamers suggested Mr. Burns investigate the annexation and report back to the Board. Mr. Burns will inform the City of Newport Beach of the District's concerns. ENGINEER'S REPORTS EMERGENCY WORK - W. 18TH STREET SEWER Mr. Hamers reported there was an invoice that should have appeared on the August Warrant list, but was inadvertently overlooked. The invoice is on the current Warrant list. Director Ferryman motioned to ratify the invoice. President Perry seconded. Motion carried unanimously. EMERGENCY WORK - VICTORIA STREET PUMPING STATION • Mr. Hamers reported there was a small hole in a discharge pipe that has been P 9 PP clamped and authorization has been given to order parts to change out the spool of pipe. OCSD SPILL PREVENTION AND RESPONSE WORKSHOP 2000 - TUESDAY, SEPTEMBER 26, 2000 Mr. Hamers presented a flyer announcing a Spill Prevention and Response Workshop 2000 to be held on September 26, 2000. Mr. Hamers will be speaking at the workshop. Ms. Revak has registered six staff members to attend the workshop and will register any Board member interested in attending. CAPACITY, MANAGEMENT, OPERATIONS, AND MAINTENANCE (CMOM) SEMINAR FOR OCSD MEMBER AGENCIES Mr. Hamers reported there would be a seminar to present the proposed Capacity, Management, Operations, and Maintenance (CMOM) regulations, which may have significant impact on sewer operations. Mr. Hamers and Mr. Puckett will attend the seminar. Mr. Hamers reported the Costa Mesa Sanitary District has already instituted a number of the proposed requirements. Mr. Hamers invited interested Board members to attend the seminar. . COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 M TREASURER'S REPORTS 0 INVESTMENT OVERSIGHT COMMITTEE MEETING - SEPTEMBER 14, 2000 Ms. McKay reported the Investment Oversight Committee Meeting was held prior to the September 14, 2000 Board meeting and made herself available for further questions. Ms. McKay, Ms. Vickers and Mr. Hayes left the meeting (7:30 p.m.) ATTORNEY'S REPORTS Mr. Burns had nothing to report. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) QUARTERLY MEETING AND ELECTION OF EXECUTIVE COMMITTEE OFFICERS - NOVEMBER 30, 2000 Vice President Schafer attended the ISDOC meeting and reported ISDOC will be electing Executive Committee Officers on November 30, 2000, at the Quarterly Meeting. Vice President Schafer expressed her desire to run for the office of First Vice President of ISDOC and asked for the Board's approval. Director Woodside motioned to approve Vice President Schafer's placing her name on the ballot to run for First Vice President of ISDOC. President Perry seconded. Motion carried unanimously. Vice President Schafer provided a report to ISDOC on LAFCO, CSDA, and the Costa Mesa Sanitary District. Vice President Schafer reported ISDOC discussed SB 283 and will be conducting a technical workshop to review the bill. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer attended the LAFCO meeting and reported on a workshop regarding Aliso Viejo and Laguna Hills she attended with respect to Aliso Viejo's bid for cityhood. Vice President Schafer reported she attended a meeting to discuss the merging of Los Aliso and Irvine Ranch Water District where conditions were added to precede the annexation. Vice President Schafer reported she was contacted by Laguna Beach Water District representatives regarding the November 1 st annexation and reported citizens COSTA MESA SANITARY DISTRICT I MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 9 attended a meeting in support of keeping the Laguna Beach Water District a separate entity. The issue will be on the October LAFCO agenda. Vice President Schafer attended a conference at CAL LAFCO and provided materials for the Board's review. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer attended the Costa Mesa Chamber of Commerce Legislation Committee meeting on August 16, 2000 and provided an update on the Costa Mesa Sanitary District. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - AUGUST 23, 2000 Director Ferryman reported the contract with one of the unions has been approved. Director Ferryman reported the number of closures in Huntington Beach was approximately half of what it was last year, attributed to running the urban runoff through the system. Director Ferryman reported Talbert Marsh continues to be a hot spot. 0 . ... WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) Vice President Schafer reported she did not attend the WACO meeting. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) COSTA MESA SANITARY DISTRICT MEMBERSHIP Vice President Schafer suggested the Costa Mesa Sanitary District join the Orange County Council of Governments as a regular member, and informed the Board there is no fee charged for membership. Director Ferryman motioned to approve application for membership for the Costa Mesa Sanitary District in the Orange County Council of Governments (OCCOG). President Perry seconded. Motion carried unanimously. Ms. Revak will initiate required paperwork. CSDA BOARD OF DIRECTORS MEETING - AUGUST 11, 2000 - SACRAMENTO Vice President Schafer attended her first meeting as a CSDA Director in Sacramento and reported it was well attended. Vice President Schafer is the only representative from Orange County. Vice President Schafer reported there would be a meeting in Monterey with three entities to discuss combining their efforts to help special districts. COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14. 2000 BOARD OF DIRECTORS ELECTION 2000 • Vice President Schafer reported Mr. Harry Ehrlich of the Olivenhain Municipal Water District, is running for office and stated she was in favor of his reelection. Mr. Hamers reported the voting would be by mail and the Board should make a determination of which candidate to support. Director Ferryman motioned to support the election of Mr. Harry Ehrlich. President Perry seconded. Motion carried unanimously. SANTA ANA RIVER FLOOD PROTECTION AGENCY DUES FOR FISCAL YEAR 2000 /2001 - $1,400.00 Director Ferryman reported dues for SARFPA, in the amount of $1,400, were due for fiscal year 2000/2001. President Perry motioned to approve the payment of dues in the amount of $1,400 to Santa Ana River Flood Protection Agency (SARFPA). Director Woodside seconded. Motion carried unanimously. OLD BUSINESS CLAIM - LYDIA GOODELL - 2107 ANNIVERSARY LANE • Mr. Hamers presented an invoice for $500 representing the District's deductible on a claim from Lydia Goodell for damage to carpeting due to a sewer spill. Director Ferryman motioned to approve payment of the $500 deductible. President Perry seconded. Motion carried unanimously. ELECTION 2000 Ms. Revak reported Directors Perry and Ferryman have filed their forms for candidacy in addition to Mr. Douglas Scribner, a teacher. Director Ferryman will be holding a rally on October 5 at his home and invited all Board members and Staff to attend. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS Discussion was held regarding whether to have the agenda state "Oral Communications" or "Board Member Comments" and the determination was made to remain with "Oral Communications." e COSTA MESA SANITARY DISTRICT t MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 11 Vice President Schafer reported she went to a Solid Waste Association of Orange County • meeting and reported it was well attended. Director Worthington reported he felt the video that Mr. Fauth was working on would benefit many other special districts and suggested the District plan to make it available to them. Mr. Hamers reported Staff appreciates the Board and their direction and feels a good choice was made in hiring of Mr. Fauth. Mr. Hamers also commended Ms. Revak for her efficient and productive executive -level work. Vice President Schafer commended Ms. Revak for keeping the Board updated with newspaper articles. ADJOURNMENT At 8:08 p.m. Vice President Schafer adjourned the meeting. SECRETARY PRESIDENT COSTA MESA SANITARY DISTRICT t Minutes of Board of Directors Special Meeting held October 4, 2000 • The Board of Directors of the Costa Mesa Sanitary District met in special session on October 4, 2000, at 12:00 p. m., in conference room 1A at the Civic Center, 77 Fair Drive, Costa Mesa, California. President Perry called the meeting to order at 12:00 p.m. Roll Call: Directors Present: Art Perry, Arlene Schafer, Greg Woodside (Arrived 12:14 p.m.), James Ferryman, Dan. Worthington Staff Present: Rob Hamers, Manager; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Alan Burns, Legal Counsel; Marc Puckett, Treasurer STANDARDIZED CONTAINER PROGRAM • President Perry noted the special meeting was called to discuss the proposed standardized container program and turned the meeting over to District Manager Rob Hamers. ISSUES REGARDING ACCEPTANCE OF BIDS Mr. Hamers informed the Board of an issue regarding the arrival of the bid from Roto Industries and noted that the Notice Inviting Proposals for Refuse Containers stated: "NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Costa Mesa Sanitary District to wit: The Clerk of the District, P. O. Box 1200, Costa Mesa, California 92628 -1200, on or before the hour of 10:00 a.m. on Tuesday, September 5, 2000. It shall be the responsibility of the bidder to deliver his proposal to the Clerk's Office by the proper announced time. Delivery Location: City of Costa Mesa, Clerk of the District, 77 Fair Drive, 4th Floor, Costa Mesa, California 92626." Despite the bid directions, five of the bids received were delivered to the Costa Mesa City Clerk's office but were in the possession of the District Clerk at the time of bid opening. The bids that were opened at 10:10 a.m. were read publicly. When the District Clerk announced the close of bid openings, representatives from Roto Industries inquired as to why their bid was not opened. A search of City Hall was made to determine if the package had been received. The bid package was found in the mailroom, having been delivered by Federal Express. It was later determined that the package was signed for by City mailroom personnel at 9:32 a.m. on the bid date. The City has a mailroom policy that CMSD BOARD OF DIRECTORS SPECIAL MEETING 2 October 4, 2000 Federal Express mail is to be delivered to the 3rd floor mailroom and mailroom staff is • expected to notify the appropriate department to pick up the delivery. The mailroom personnel stated that with respect to this delivery, that they were busy with payroll entries and did not notify the District of the delivery. In following up with Federal Express tracking service, staff learned that City mailroom personnel signed for the package from Roto Industries at 9:32 a.m., Tuesday, September 5, 2000 Mr. Hamers noted that just prior to bid opening, Staff retrieved five bids from the City Clerk that had not been delivered to the District Clerk. Staff did not make an inquiry to the mailroom to see if any bids had arrived. Alan Burns, District Counsel, noted the bid delivered by Roto Industries was sealed so no advantage was gained by the late bid and, in his legal opinion, the District would be well within its rights to reject the Roto bid; the District would be well within its rights to reject all bids and re- advertise; the District might also be within its rights to accept all bids and make a determination; if the District were later found by a Court to have wrongly considered the Roto bid, the damages would be limited to the cost of preparing the bid. A motion was made by Director Schafer and seconded by Director Ferryman to consider the bid of Roto Industries. Motion carried 4 -0. (Director Woodside arrived at 12:14 p.m.) REVIEW OF BIDS ACCEPTED Mr. Hamers reported that three of the manufacturers bid the proposal in accordance with material specifications stated in the RFP, and presented a summary of bids received delineating cost, responsiveness to specifications, product testing, delivery schedule and enhancements offered by the manufacturers of the containers. Mr. Hamers informed the Board that staff has not completed the investigation as far as testing is concerned. Mr. Fauth presented results of a survey of various cities where the manufacturers have containers in use and informed the Board that destructive and non - destructive testing will be performed and additional research into cans presently on the streets will take place. Director Worthington noted that cans selected will eventually be used in full- automation program and must be able to withstand pressure of being fully automated. Mr. Hamers stated this requirement was in the bid specifications. • Mr. Hamers noted that staff would continue to perform in -house research, testing investigation, and research of programs using the proposed containers and will schedule an additional special meeting when the information is compiled.. 0 CMSD BOARD OF DIRECTORS SPECIAL MEETING 3 ` October 4, 2000 C7 FINANCING OPTIONS Mr. Puckett presented a proposal for purchase financing for the containers but noted options could not be solidified until financing amount is known. The proposal from Municipal Services Group, Inc. will be distributed to the Board. Director Ferryman suggested looking into the option of leasing , the cans and other financing options ADJOURNMENT At 1:33 p. m. President Perry adjourned the meeting. SECRETARY • PRESIDENT SANfTq�� ° ° ° Costa Mesa Sanitary District yc�Rp0R0 E PROJECT STATUS REPORT October 2000 Project 1112100 -128 Mesa /Birch Sewer Realignment Construction is complete. District is awaiting final billing statements from the County of Orange. Project 1112100 -129 Bristol Street Pumping Station The design phase is continuing. At a meeting on May 20, 1999, City of Newport Beach officials asked the District to research alternate pump station locations and differing sewer line alignments. CALTRANS looked favorably at the new alignment at a conceptual approval meeting on May 4, 2000. The design is once again proceeding. • Project 1112100 -135 Reconstructing Force Main for Elden Pumping Station (Phase II) Construction is complete. The District and City of Costa Mesa are awaiting comments from the State on the easement and rights -of -way documents submitted. Project 1112100 -147 Update Early Warning System Protecting Pumps Installation of heat and moisture sensors has been completed in six of seven pumping stations. Four other stations will have heat and moisture sensors when new pumps are installed when the old pumps reach their life expectancy. Project 1112100 -152 Televising Sewer Lines The project is continuing. 9 Project 1112100 -153 Sewer Lateral Root Intrusion Study The project is continuing. Project 1112100 -159 Televising Sewer Lines Program Years 98 -99, 99 -2000 A portion of the televising has been completed. Project 1112100 -161 Construct Water Service to Pumping Stations The design phase has been started. Project 1112100 -162 Pilot Program -Use of Enzymes to Control Grease and Odors The first enzyme system, by Ennix, was tested and was successful. An additional two -month program to test the grease dissolving characteristics of the product has been initiated. s n 0 0