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Agenda Packets - Board - 2001-02-08c • L =a COSTA MESA SANITARY DISTRICT AGENDA 40 Regular Meeting February 8, 2001 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 five minutes. The Presiding Officer reserves the right to declare any speaker out of'order. In compliance with ADA, contact Joan Revak, (714)754 =5087, 48 hours prior. to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title ll). RECOMMENDED ACTION I. 'CALL TO ORDER —6:00 p.m. - Conference Room 1A II. /'PLEDGE OF ALLEGIANCE III. 'INVOCATION IV. ' ROLL CALL . /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, staff, or the public 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. Minute Approval 1. Recycling Committee Meeting — January 9, 2001 Approve 2. Investment Oversight Committee Meeting — January 11, 2001 Approve 3. Regular Meeting — January 11, 2001 Approve 4. Special Meeting — January 16, 2001 Approve 5. Study Session — January 17, 2001 Approve Reports Manager's Reports 6. Occupancy Report and payment to Costa Mesa Disposal Approve for trash collection services for February 2001 7. Refunds No Refunds COSTA MESA SANITARY DISTRICT AGENDA L' 8. Recycling Reports (a) Waste Diversion Report - December 2000 (b) Waste Diversion Report — January 2001 (c) Contract Payment to CR Transfer for recycling services and disposal for January 2001 Engineer's Reports 9. Project Status Report Treasurer's Reports February 8, 2001 Page 2 RECOMMENDED ACTION Receive and File Receive and File Approve Receive and File 10. Financial Report as of January 31, 2001 Accept Report 11. Report of Monies on Deposit as of January 31, 2001 Accept Report 12. Warrant Register for February 2001 in the amount of $496,992.07 Approve Payment -------------------------------------- - - - - -- -END OF CONSENT CALENDAR--------------------------------------------- It WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Recycling Committee 1. Public Outreach Program (a) Video of District's Operations & Services 3 qtt Accept Report/ Approve Agreement Q�(b) Public Awareness Program of District's Sewer Facilities Accept Report TOW (c) Presentation to Costa Mesa City Council Consider 2. Standardized Container Program wv.a. " Accept Report 3. City of Costa Mesa Recycling Programs , (a) Curbside Trash Collection Sd Accept Report • 4. Telephone Book Recycling Program With Schools Accept Report Ro l Ar 5. Greeting Card Recycling Program 01-61, V ,,A v Accept Report 0 H Get+ " £ v-, c y. B. Anti - Scavenging and Scr ening of Trash Containers Accept Reports Enforcement Reports COSTA MESA SANITARY DISTRICT AGENDA February 8, 2001 Page 3 • RECOMMENDED ACTION C:e"'CMSD Strategic Plan �5 %. 1 Meetings with Strategic Planning Consultant — February 1 2 3 1 Accept Report/ Follow Up Action X(a) Study Office Space and Location Form Sub - Committee D. /Costa Mesa Disposal Field Update of Occupancy Report Accept Report E. Trash Hauler Participation in HHW and Educational Programs Accept Report F. /Safety/Loss Control Meeting Approve Minutes IX. ENGINEER'S REPORTS A,/ Project 153 — Sewer Lateral Root Intrusion Study Accept Project Report B. Orange County Storm Water Diversion Program 1A 414hk �( Accept Report QC,F). C.Emergency Worw • 1. President Pump Station r Ratify Actions by Manager C 2. Victoria Street Pump Station NNW 1 Ratify Actions by Manager AA � AFVVaA nn ,,�� 3. W. 18th Street Sewer 4_ • Ratify Actions by Manager X. TREASURER'S REPORTS /A. Special District Risk Management Authority 1999/2000 Annual Report Accept Report V B. Tax Treatment'of Directors Compensation Smly f U� Accept Report XI. A TORNEY'S REPORTS 7Ordinance No. 36 — Insurance Requirements for Sewer Permits Adopt B. Resolution No. 2001 -641 — Ordering that Publication of Ordinance No. 35 Adopt Amending the District's Operations Code Increasing Directors Compensation Has Occurred V C. Mass Mailing Accept Report XII. L AL MEETINGS • A. Independent Special Districts of Orange County (ISDOC) Accept Report 1. Annual Membership Dues for 2001 -2002 in the amount of $50.00 Approve Payment COSTA MESA SANITARY DISTRICT AGENDA 0 XVI. ADJOURNMENT U February 8, 2001 Page 4 RECOMMENDED ACTION Accept Report Accept Report Accept Report Accept Report Accept Report Accept Report Accept Report Consider Attendance Accept Report Accept Report Consider Attendance Accept Report B. Local Agency Formation Commission (LAFCO) 1. AB -2838 — LAFCO Funding by Cities, Counties and Special Districts C. Costa Mesa Chamber of Commerce Legislation Committee D. Orange County Sanitation District 1. Regular Meeting — January 24, 2001 2. Monthly Board Letter Update E. Water Advisory Committee of Orange County (WACO) F. CSDA 1. Workshop on Wheels "Effective Special District Management & Governance" — February 27, 2001 — Laguna Niguel, CA G. Santa Ana River Flood Protection Agency 1. Executive Committee Meeting — January 25, 2001 H. Special District Institute 1. Governance Seminar — February 22 -23, 2001 Monterey, CA XIII. OLD BUSINESS A. Office Staffing XIV. NEW BUSINESS XV. ORAL COMMUNICATIONS XVI. ADJOURNMENT U February 8, 2001 Page 4 RECOMMENDED ACTION Accept Report Accept Report Accept Report Accept Report Accept Report Accept Report Accept Report Consider Attendance Accept Report Accept Report Consider Attendance Accept Report ?4. a • r] • COSTA MESA SANITARY DISTRICT Minutes of the Recycling Committee Meeting Held January 9, 2001 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 1A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Dawn Schmeisser, Ron Hayes PUBLIC OUTREACH PROGRAM A. Video of District's Operations and Services Mr. Fauth presented a proposal from Monitor Video Production Services for an informational video for the District. A video highlighting the work of Monitor Video Production Service was presented to the Committee. Mr. Fauth explained that most of the previously videoed material was not compatible and could not be used by the Production Company and would, therefore, have to be re -shot. Mr. Fauth further informed the Committee that while AT &T provided video services for the beginning of the project, they are unable to provide additional time to the District. Mr. Fauth reported the time factor in producing the finished product is three weeks. Discussion was held on funding the video. B. Public Awareness of District's Sewer Facilities Mr. Hamers presented a draft of a proposed "Letter to the Editor" on the benefits of belonging to the Costa Mesa Sanitary District to better inform the community of the services provided by the District. Additionally, in response to the current publicity regarding the disrepair of the sewer systems in many cities, the letter includes an explanation of the District's commitment to the responsibilities of maintaining its sewer system — a prized asset. Mr. Hamers recommended a series of public relations campaign releases as a first step in public education. The proposed letter will be presented to the Board of Directors at the regular meeting on January 11, 2001. STANDARDIZED CONTAINER PROGRAM Mr. Fauth informed the Committee that an analysis of the bids for the container proposal would be presented to the Board on January 11, 2001 including pricing, aesthetics, types of materials, and performance. Additionally, a study session is scheduled for Wednesday, January 17, 2001. Director Worthington suggested the District begin an educational program to District residents on the benefits of standardized containers COSTA MESA SANITARY DISTRICT 2 Minutes of the Recyclina Committee Meetina January 9. 2001 ' CITY OF COSTA MESA RECYCLING PROGRAMS . Curbside Trash Collection Mr. Hamers reported on the City of Costa Mesa Title 8 amendment, requiring parcels with five or more residences to be serviced on site. District staff is confirming with Costa Mesa Disposal the list of parcels that can be serviced on site and the properties requiring an exemption from the City that will continue to be serviced using curbside service. TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS Ms. Revak reported the Year 2000 School Telephone Book Recycling Program concluded December 15, 2000, with a total of 14,877 books (29.75 tons) collected, comparing with 19, 617 books (39.23 tons) collected in the 1999 program, a decrease of 24.16 %. Ms. Revak provided a summary of the program totals from its inception in 1996. For the second year in a row, Kline School (K -8) was the big winner in the elementary school category; TeWinkle came out on top in the middle school contest, and Estancia wins again in the competition between the high schools. Ms. Revak provided charts on weekly collection data and school award totals as well. Awards totaling $9,599.00 will be distributed to the schools and a schedule of presentation dates will be forthcoming. CHRISTMAS TREE RECYCLING PROGRAM Ms. Revak reported tonnage for the 2001 Christmas Tree Recycling Program is 101.37, comparing with 133.09 tons collected in last year's program GREETING CARD RECYCLING PROGRAM Ms. Schmeisser provided a report on the greeting card program. At the direction of the Board, staff expanded the program by adding additional drop -off locations for cards. In addition to City Hall, cards may be deposited at the Costa Mesa Senior Center, Ramsay Rexall Drugs on Newport Boulevard, White Front Pharmacy and the Costa Mesa Federal Credit Union. Staff anticipates the program will be very successful with the addition of four drop -off locations. Press releases were published in the Los Angeles Times and Daily Pilot and staff responded to numerous calls from the public. COSTA MESA SANITARY DISTRICT 3 Minutes of the Recycling Committee Meeting January 9. 2001 The meeting was adjourned at 11:01 a.m. Secretary • President 61 A COSTA MESA SANITARY DISTRICT MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING JANUARY 11, 2001 CALL TO ORDER The meeting was called to order at 5:30 p.m. by Director Greg Woodside. ROLL CALL Committee Members Present: Mr. Rob Hamers, District Manager Director Greg Woodside (rotating committee member) Director Dan Worthington (rotating committee member) Staff Members Present: Mr. Marc Puckett, Director of Finance Mr. Ron Hayes, Accountant TREASURER'S REPORT FOR DECEMBER 2000 OTHER BUSINESS ADJOURNMENT Approved by: Mr. Puckett presented the Treasurer's Report and discussed the recent investing activity of the District. Discussion followed. None. The meeting adjourned at 5:55 p.m. Secretary, Costa Mesa Sanitary District Board of Directors 0 President, Costa Mesa Sanitary District Board of Directors r • COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held January 11, 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on January 11, 2001, at 6:00 p.m., in Room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. Director Ferryman led the Pledge of Allegiance. Vice President Woodside gave the invocation. ROLL CALL: Directors Present: Directors Absent: Art Perry, Arlene Schafer, Greg Woodside, James Ferryman, Dan Worthington 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 Marc Puckett, Finance Director; Ron Hayes, Accountant, Finance Department, Ron Shef, District Ordinance Enforcement Officer Others Present: Mr. and Mrs. Feeney 1154 Dorset Lane, Costa Mesa 92626 INVOCATION & MOMENT OF SILENCE IN HONOR OF FORMER DISTRICT DIRECTOR NATE READE Director Ferryman requested the meeting be adjourned in Nate Reade's honor. CONSENT CALENDAR --------------------------------------------------------------------------- - - - - -- President Schafer requested a correction on the Minutes of December 14, 2000, on page 12, under "CSDA" to be revised as follows: President Schafer will chair the Annual Conference in 2001. Mr. Hamers requested a correction of the Minutes of December 14, 2000, page 7, "Standardized Container Program" to reflect the date Wednesday, January 17, 2001. COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 On motion by Secretary Perry and seconded by Director Worthington, the Consent Calendar, with the corrections to pages 7 and 12 of the December 14, 2000 minutes, and pending verification of the waste diversion report, was approved as presented. Motion carried 5 -0. MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of Recycling Committee December 12, 2000, were approved as distributed. Meeting, December 12, 2000 Approved Minutes of The minutes for the regular meeting of December 14, 2000, Regular Meeting were approved as distributed. December 14, 2000 , REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count documented an increase of 12 Report and payment of units in the occupancy report for solid waste collection as of $168,318.66 to Costa January 1, 2001. Therefore, the total for January is 21,096. Mesa Disposal for trash Board directed Staff to prepare a warrant for $168,318.66 to . collection services for Costa Mesa Disposal on February 1, 2001, for payment for January 2001 January trash collection based on the January count of 21,096. REFUNDS Approved refund to Refund issued to: American Construction Service American Construction for property located at: 373 -375 Monte Vista Service Assessor's Parcel No.: N/A of $20,000 Total Refund: $20,000 Contractor placed a cash deposit for sewer construction at 373 -375 Monte Vista - Edison substation in the amount of $20,000. Costa Mesa Sanitary District Manager reports all work is complete and deposit approved for refund. RECYCLING REPORTS Waste Diversion Report for The Waste Diversion Report for December 2000, was not yet December 2000 was not received yet received COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 3 Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer recycling services and disposal for the month of December for $131,006.26 2000 in the amount of $131,006.26, pending verification of waste diversion report. ENGINEER'S REPORTS Project Status, Report was The Project Status Report dated January 2001, was received and filed. accepted as submitted. TREASURER'S REPORTS Financial Report as of December 31, 2000, was tabled. Report of Monies on Deposit as of November 30, 2000, was received and filed Report of Monies on Deposit as of December 31, 2000, was received and filed The Financial Report as of December 31, 2000, was tabled. The Report of Monies on Deposit as of November 30, 2000, was received and filed. The Report of Monies on Deposit as of December 31, 2000, was received and filed. Approved Warrant 2001 -07 Warrant Resolution #CMSD 2001 -07 was. approved, for January 2001, in the authorizing the President and Secretary to sign the warrant amount of $548,957.95. and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $548,957.95. END OF-CONSENT CALENDAR -------------------------------------------------------------------------- - - - - -- WRITTEN COMMUNICATIONS No written communications were received. PUBLIC COMMENTS 0 No comments were made. COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 MANAGER'S REPORTS RECYCLING COMMITTEE • PUBLIC OUTREACH PROGRAM (A) VIDEO OF DISTRICT'S OPERATIONS & SERVICES Mr. Fauth presented a proposal from Monitor Video Production Services for $9,245.00 to provide the services required to present the District with an Operations and Services videotape approximately 16 minutes in length. Mr. Fauth played a videotape containing a sample of Monitor Video Production Services work. Secretary Perry motioned to approve the proposal from Monitor Video Production Services to prepare an Operations & Services Videotape, not to exceed $12,000. Director Ferryman seconded. Motion carried 5 -0. (B) PUBLIC AWARENESS PROGRAM OF DISTRICT'S SEWER FACILITIES Staff composed a draft letter to increase the public awareness of the Costa Mesa Sanitary District's sewer system. The letter highlights the District's videotaping of the sewer system and the long -term replacement fund. Director Worthington requested a change to the first sentence in the draft letter to be revised as follows: 0 Residents in the City of Costa Mesa and portions of Newport Beach and the County can be thankful proud they are part of the Costa Mesa Sanitary District. The letter will be revised and put into final format for distribution to the local newspapers and the City Council. STANDARDIZED CONTAINER PROGRAM (A) SPECIAL MEETING - WEDNESDAY, JANUARY 17, 2001 12:00 P.M., CONFERENCE Room 3A The Board determined a Special Meeting was not necessary at the present time and changed the meeting to a Study Session held in Conference Room 3A on Wednesday, January 17, 2001, at 12:00 p.m. to discuss the standardized container program. Director Worthington requested Staff compose an article to publicize the District's intent to initiate a standardized container program, advising there was a successful pilot program, and that there will be no increase in fee to residents. • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 ,f Mr. Hamers provided a follow -up letter to City Council to clarify the District's intention regarding the standardized container program. Staff is assembling all materials regarding the standardized containers gathered to date to forward to the Council. Mr. Hamers advised the Board the City would be inviting the District to participate in a liaison committee with the water district. President Schafer invited Mr. and Mrs. Feeney to speak on the standardized container issue or present any questions. Mr. and Mrs. Feeney declined comment. Directors suggested a press release be written to notify the public regarding the District's progress of testing the standardized containers. Ms. Revak reported Mr. Stan Kabala of the Orange County Register stated he would be interested in publishing articles regarding the Sanitary District and suggested he be contacted and provided information about the proposed standardized container program. CITY OF COSTA MESA RECYCLING PROGRAMS CURBSIDE TRASH COLLECTION Mr. Hamers reported the District worked with the City and is adhering to the service standards, which require parcels with five or more units to be served on the property unless an exemption is granted. TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS Ms. Revak reported the Telephone Book Recycling Program concluded December 15, 2000 with a total of 14, 877 books, or 29.75 tons, a drop from the 1999 program of 24.16 percent. Awards totaling $9,899.00 will be distributed to the schools. Ms. Revak provided a summary depicting program data since the telephone book recycling program's inception in 1996. Ms. Revak stated award presentations dates will be scheduled with the schools and the Directors would be advised so that they may choose dates to make the presentations that fit in with their schedules. CHRISTMAS TREE RECYCLING PROGRAM Director Worthington reported the Christmas Tree Recycling Program ran from December 27, 2000 through January 6, 2001 with approximately 101.37 tons collected for recycling. GREETING CARD RECYCLING PROGRAM Ms. Schmeisser reported the addition of four new drop -off points for greeting cards for the January 2001 program. The new locations are as follows: Costa Mesa Senior Center, Ramsay Rexall Drugs, White Front Pharmacy, COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 6 and Costa Mesa Employees Federal Credit Union. A bin has been placed in the City Hall Lobby as in previous years. Ms. Schmeisser reported the District received a very enthusiastic response from the community for the greeting card program. The total for the last three years has been 654 pounds of greeting cards, and Ms. Schmeisser expects the total for the current program to meet or exceed the previous amount. A press release to advertise the program was sent to the local area newspapers. Ms. Revak presented a thank you letter received from St. Judes Ranch for Children, along with a sample greeting card. Director Worthington suggested promoting the purchase of the recycled Christmas cards for next year's season. Ms. Schmeisser suggested the District acquire large collection bins containing the District's logo to serve as collection containers due to the volume of cards received. The Board directed Staff to investigate different types of containers to collect the greeting cards for the 2002 program. Mr. Burns suggested the District purchase some of the boxes of recycled cards to send to the City Council and other interested agencies. ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Harriers presented a memorandum providing the statistics for the month of December 2000. The numbers of calls for service for scavenging are as follows: I nnatinn Calls for Service Cite /Arrest Area 1 1 0 Area 11 0 0 Area III 2 0 Area IV 0 0 TOTAL 3 0 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning November 27, 2000 and ending December 24, 2000. Mr. Shef advised residents of the Christmas Tree Recycling Program and distributed program flyers to retail tree lots. Mr. Shef distributed 30 courtesy flyers to encourage compliance. r • • COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD'JANUARY 11, 2001 CMSD STRATEGIC PLAN MEETING WITH MIDWAY CITY SANITARY DISTRICT Ms. Revak reported the District is scheduled to meet with Midway City on Tuesday, January 16th at 12:00 p.m. to include a tour of their facilities and lunch. Midway City sent an agenda for the meeting and Ms. Revak will fax maps to the Directors. Mr. Burns will provide the language from the current law regarding meeting out of the District's jurisdiction. MEETING WITH STRATEGIC PLANNING CONSULTANT - FEBRUARY 1, 2, 3 Ms. Revak reported Mr. Rauch is currently on vacation and will be returning on January 16. Ms. Revak will contact him on January 17 to arrange the schedule for meeting with the directors. TRASH HAULER PARTICIPATION IN HHW AND EDUCATIONAL PROGRAMS Ms. Revak reported a check for $20,000 was received from Costa Mesa Disposal, Inc. to fund both the Household Hazardous Waste Program ($10,000) and ongoing public education programs ($10,000). CR Transfer was contacted and a $5,000 contractual contribution requested. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth reported the UCI intern is now onboard and will participate in the Field Update 'of Occupancy Study. Costa Mesa Disposal will validate the roster addresses on a day -to -day basis and provide any changes to the District. The intern will then verify Costa Mesa Disposal's report. CMSD YEARLY SURVEY OF ORANGE COUNTY RESIDENTIAL TRASH COLLECTION RATES Ms. Revak provided the updated survey depicting the results received from 21 cities. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 ENGINEER'S REPORTS EMERGENCY WORK PRESIDENT PUMPING STATION Mr. Hamers reported the President Pumping Station had a crack in the pipe leaving the station. Secretary Perry motioned to ratify the manager's actions in the emergency repair of President Pumping Station. Vice President Woodside seconded. Motion carried unanimously. 3180 AIRWAY AVENUE /JOHN WAYNE AIRPORT - NEW CRASH /FIRE RESCUE STATION REQUEST FOR SEWER SERVICE Mr. Hamers presented a map depicting the area near Airway Avenue on the District's boundary. The District services the area pursuant to a service agreement entered into in 1975. The County now desires to have additional facilities served by Costa Mesa Sanitary District. The property is outside the Costa Mesa Sanitary District and on land owned by the County and not incorporated into any city. A new fire station is being built and the District determined that the existing agreement would be modified to utilize the sewer in an easement on the property at 3184 Airway Avenue. Two additional easements will be granted to the District enabling the new fire station to receive service. Staff recommended approval in concept to accept the two easement agreements, rewriting the agreement with the County of Orange to service the new fire station, and continuation of service to the area currently receiving service under the existing agreement. There is no cost to the District for this proposed agreement. Fees for plan check and inspection will be charged. Mr. Burns will work with Mr. Hamers to determine a monthly fee to assess the County and an agreement will be brought back to the Board. Mr. Burns has reviewed the property and determined the District can provide services to the area without LAFCO approval. Director Ferryman motioned to approve in concept the plan as presented. Secretary Perry seconded. Motion carried unanimously. • COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING - JANUARY 11, 2001 Mr. Puckett reported the Investment Oversight Committee Meeting met prior to the regular meeting. Mr. Puckett was available to answer any additional questions. ATTORNEY'S REPORTS DIRECTOR'S COMPENSATION ORDINANCE NO. 35 - INCREASING DIRECTORS COMPENSATION Mr. Burns reported the Health and Safety Code Section 6489 was amended to allow sanitary and sanitation district directors to be provided with the same compensation as afforded water district members. Mr. Burns reported the Assembly Committee on Local Government has found that the fee of $100 that was set in 1987 is now the equivalent of $63.72 in today's dollars. The Board is entitled to set the new fee at $170 per day. President Schafer opened the public hearing. There were no comments or protests made. President Schafer closed the public hearing. Director Ferryman motioned to adopt Ordinance No. 35, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT INCREASING DIRECTORS COMPENSATION, adjusting Director Compensation to $170 per day, not to exceed six days per month. President Schafer seconded. Motion carried 5 -0. NEW LEGISLATION Mr. Burns introduced three new bills affecting the District. • Chapter 881 redefines "public work" to include "work performed during the design and pre- construction phases of construction, including but not limited to, inspection and land surveying work." • Chapter 292 specifies the procedure to be used when requiring alternate bids. • Chapter 159 provides that when site visits or mandatory pre -bid meetings are required to bid on a job, that the public agency shall give notice of the time and place of the meeting where a copy of the plans and specs may be reviewed. The meeting may not occur within 5 days of the initial notice. COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 IRS POSITION ON CLASSIFICATION OF SPECIAL DISTRICT BOARD MEMBERS Mr. Burns reported there is new IRS treatment of elected officials as employees of the District rather than independent contractors. Staff will investigate the deduction options for the Board and bring a report to the next meeting. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer attended the ISDOC meeting and reported they discussed the following: • Events for the upcoming year • AB2838 • General meeting in March possibly featuring Ralph Heim as speaker APPOINTMENT OF DISTRICT REPRESENTATIVES Mr. Burns reviewed the ISDOC bylaws and determined it is not necessary that the designated representative from the District be the District Officer who is elected to the ISDOC Board. Vice President Woodside motioned to appoint President Schafer as District representative to ISDOC and Vice President Woodside to be Alternate. Secretary Perry seconded. Motion carried unanimously. LOCAL AGENCY FORMATION COMMITTEE (LAFCO) President Schafer reported there was no meeting held. AB -2838 - LAFCO FUNDING BY CITIES, COUNTIES AND SPECIAL DISTRICTS President Schafer reported there would be a special meeting held on January 12, 2001, to discuss AB -2838 in detail with representatives of the governor's office. President Schafer reported a strategic planning session will be held on January 26, 2001. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 II COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer reported the Costa Mesa Chamber of Commerce Legislation Committee was dark in December. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - DECEMBER 20, 2000 Director Ferryman reported he was unable to attend the meeting but received a copy of a letter in his packet from Peer Swan questioning the groundwater replenishment system. Director Ferryman reported further studies would be done to determine why the outfall plume approached the shoreline. MONTHLY BOARD LETTER UPDATE The OCSD monthly update letter was provided in the Board packet for review. OCSD MEMBER CITY /AGENCY WASTEWATER COLLECTION SYSTEM OUTREACH PROGRAM MEETING - .JANUARY 3, 2001. Mr. Hamers reported Staff met with OCSD Staff to review the District's wastewater collection system. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the WACO meeting on January 5, 2001. A new president and two vice presidents were elected. The executive of the Santa Ana Regional Board and the chairman of the San Diego Regional Board talked on storm water permits. CSDA PRACTICALITIES 2001, DISTRICT MANAGEMENT AND GOVERNANCE - JANUARY 31 - FEBRUARY 1, 2001, MONTEREY, CALIFORNIA No Directors will be in attendance at this meeting. SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR - FEBRUARY 22 -23, 2001, MONTEREY, CALIFORNIA Ms. Revak reported Director Worthington would be attending the seminar in February. COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) MEETING - JANUARY 9, 2001 There was no meeting held. "CHANGING THE FACE OF ORANGE COUNTY" IDEAS AND DESIGN COMPETITION LAUNCH - JANUARY 25, 2001 President Schafer reported Phil Anthony, Orange County Council of Governments (OCCOG), requested recipients of the postcard invitation "save the date" of Thursday, January 25, 2001, to attend a luncheon to explore ideas on how Orange County will continue to grow. Directors were requested to notify Ms. Revak if they plan to attend. OLD BUSINESS There was no old business discussed. NEW BUSINESS • ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION ( OCEMO) PROPOSED • BYLAWS, ELECTION OF OFFICERS Mr. Harriers reported he read the Bylaws for OCEMO and found them acceptable. Directors interested in nominating someone for an office were provided a form to do so. Secretary Perry motioned to adopt the Bylaws for OCEMO as presented. Director Ferryman seconded. Motion carried unanimously. No nomination for office was made. OFFICE STAFFING Mr. Fauth reported interviews were held to obtain a temporary office staff member. Mr. Fauth advised the temporary employee would occupy office space across the hall from the District office. ORAL COMMUNICATIONS Director Ferryman requested Staff prepare a letter from the President to be sent to the newly elected City officials welcoming and congratulating them and stating the District is looking forward to working with them on the liaison committee. COSTA MESA SANITARY DISTRICT 13 y MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 11, 2001 T A letter will be sent congratulating Paul Shoenberger, Mesa Consolidated Water District; Assemblyman John Campbell; State Senator Ross Johnson on his reelection; and Joan Finnegan, Municipal Water District of Orange County. Mr. Puckett advised Directors the main entrance to the City Hall building would be temporarily unusable due to retrofit work on the building. A new temporary entrance will be located at the back of the building. ADJOURNMENT At 8:10 p.m. President Schafer adjourned the meeting. SECRETARY • • PRESIDENT COSTA MESA SANITARY DISTRICT ,�.,.. Minutes of Board of Directors Special Meeting held January 16, 2001 The Board of Directors of the Costa Mesa Sanitary strict met in special session on ►Y P January 16, 2001 at 12:00 p. m., at the Midway City Sanitary District at 14451 Cedarwood Avenue, Westminster, California. Costa Mesa Sanitary District Arlene Schafer, Greg Woodside, Art Perry, James Directors Present: Ferryman, Dan Worthington Costa Mesa Sanitary District Rob Hamers, Manager; Tom Fauth, Assistant Staff Present: Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Code Enforcement Officer, Ron Shef Midway City Sanitary District Board James -V. Evans, Russell Paris, Joy Neugebauer, Members Present: Grace Epperson, Midway City Sanitary District Staff Ronald Briles, Manager; Kitty Loha, Director of Members Present: Finance; Ronny Liddell, Senior Administrative Assistant; Leo Lujan, Supervisor /Director Safety; Steve Mariscai, Supervisor Sewer Maintenance Department; April Parmelee, Administrative Secretary Midway City Sanitary District Board President James Evans called the meeting to order at 12:00 p.m. FACILITIES TOUR Midway City Sanitary District Manager (MCSD) conducted a tour of the District's facilities. MCSD operates their own trash collection program and owns their fleet of trash collection vehicles as well as a vactor truck and equipment for televising sewer lines. LUNCH AND JOINT MEETING Mr. Hamers expressed appreciation to the MCSD Board and Staff for inviting Costa Mesa Sanitary District (CMSD) Board and Staff to visit their facility for this information - sharing opportunity. Mr. Hamers presented an overview of CMSD, explaining the District provides trash service to approximately 21,000 residences and provides sewer services to over 110,000 people. CMSD has a mixed trash program with no separation of recyclables and is in the process of implementing a standardized container — semi to fully- automated program. Mr. Hamers outlined the many special programs sponsored CMSD BOARD OF DIRECTORS SPECIAL MEETING 2 January 16, 2001 by CMSD and advised the District is producing a video to educate the public on the services it provides. CMSD has 325 miles of pipeline and 20 pumping stations and cleans the entire system at least once a year; the sewer televising system is contracted out. MCSD President Evans suggested the District's compare their newsletters and MCSD Director Neugebauer expressed interest in the CMSD greeting card program and the District's annual budget. Mr. Hamers advised the CMSD annual budget is approximately $5,000,000 a year. MCSD Director of Finance, Ms. Loha, reported their budget is $4,700,000 a year Mr. Briles, MCSD General Manager explained that MCSD offers the same services to residents as CMSD and the two districts are very similar in what they provide. An additional service offered by MCSD is a special service for the elderly whereby on Mondays the sanitation workers take the seniors' cans to the street for pickup and returns them to the seniors' property. MCSD has purchased smaller trucks to go into areas were large trucks cannot go. All repairs on vehicles are done in- house. Mr. Hamers questioned MCSD Board and Staff on their container program and was informed original containers were cross -link material, however improvements have been made on linear material cans and the District now purchases linear cans from El Monte Plastics who provide excellent service. MCSD does not service commercial customers, explained Mr. Briles; Rainbow Disposal is the contractor and pays 7% franchise fee. Questioned on board member expenses, Mr. Evans advised that all MCSD Board members have completed the Special District Institute series of courses and received certificates, and their annual budget for board member expenses is $50,000. CMSD President Schafer stated planning sessions are scheduled to develop a strategic plan for the District. It was agreed by all board members that it would be beneficial to have meeting(s) with other Sanitary Districts, and Director Worthington proposed the two Districts schedule another meeting in six months to gain additional knowledge. ADJOURNMENT At 2:30 p. m. MCSD President Evans adjourned the meeting. 0 SECRETARY PRESIDENT • U COSTA MESA SANITARY DISTRICT Board of Directors Study Session held January 17, 2001 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Study Session on January 17, 2001 at 12:00 p.m., in Conference Room 3A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Arlene Schafer, Arthur Perry, Greg Woodside, James Ferryman, Dan Worthington Staff Present: Robin Hamers, Manager /Engineer; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist, Marc Puckett, Treasurer; Ron Hayes, Accountant, Finance Others Present: John and Ernie Feeney 1154 Dorset Lane, Costa Mesa 92626 Phil Morello P. O. Box 10487, Costa Mesa 92627 Mark Gregorek, Schaefer Systems, Inc. P. O. Box 7009 Charlotte, NC 28241 Jennifer Kho, Daily Pilot Topics discussed at the Study Session were the proposed Standardized Container Program. Continued discussion on this topic will be held at a Study Session on February 15, 2001. No action was taken by the Board of Directors.