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Agenda Packets - Board - 2001-08-02SANflq�y = ej 4 'ycORPOR COSTA MESA SANITARY DISTRICT AGENDA Regular Meeting August 2, 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 II). RECOMMENDED ACTION I. CALL TO ORDER —6:00 p.m. - Conference Room 5A 101. PLEDGE OF ALLEGIANCE III. INVOCATION IV. ROLL CALL V. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board, 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 — July 10, 2001 Approve 2. Investment Oversight Committee Meeting — July 12, 2001 Approve 3. Regular Meeting — July 12, 2001 Approve 4. Special Meeting = July 25, 2001 Approve 0 Reports Manager's Reports 5. Refunds No Refunds COSTA MESA SANITARY DISTRICT AGENDA 6. Occupancy Report and payment to Costa Mesa Disposal (a) Retroactive Adjustment to July 2001 Payment (b) August 2001 Occupancy Report and Payment 7. Recycling Reports (a) Waste Diversion Report — July 2001 (b) Contract Payment to CR Transfer for recycling services and disposal for June 2001 Engineer's Reports 8. Project Status Report August 2, 2001 Page 2 RECOMMENDED ACTION Approve Approve Table to Approve at August 14, 2001 Special Meeting Table to Approve at August 14, 2001 Special Meeting Receive and File Treasurer's Reports P so 9. Financial Report as of July 31, 2001 1 a'b /e— AcceptfR I 0o 10. Report of Monies on Deposit as of July 31, 2001 ��b 11. Warrant Register for August 2001 in the amount of $316,533.48 Approve Payment -------------------------------------- - - - - -- -END OF CONSENT CALENDAR--------------------------------------------- VI. WRITTEN COMMUNICATIONS A. Mesa Consolidated Water District Resolution No. 1253, In Support of Appointment of Arlene Schafer to Board of Directors of CSDA Region 6 VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Recycling Committee �1. Standardized Container Program A. a) Progress Report orb Distri uti n % b) Financing Large Item Collection Program /3. Mini - Telephone Book Recycling Program (Yellow Pages) U/0 04�0 Consider Consider Accept Report Accept Report COSTA MESA SANITARY DISTRICT .1 AGENDA iffi.. C ❑C Anti - Scavenging and Screening of Trash Containers Enforcement Reports CMSD Strategic Plan 1. Review of First Year Action Items August 2, 2001 Page 3 RECOMMENDED ACTION Consider a) Item 2.2 - Office Space and Location �" I��_-,,• �i VX(1) Sign and Pictures of Directors W` ""��^"' Considdeer�" b) Item 4.1 — Public Outreach Program Consider Ongoing Effort tool l) /1) Distric4ie ' eparedness for Rolling Blackouts Consider Y e N (2) Circle of rvice Award for ate Reade Consider Orange County Grand Jury Report "Sewage Spills, G112660- �P Beach Closures - Trouble in Paradise" 1. Coalition Meeting at Orange County Sanitation District Awaiting Notice ® 0 4 1AJ E. Costa Mesa Disposal UpJ ate of Occupancy Report A *t Consider Report � F. Special Meeting of July 25, 2001 — 2001 -2002 Trash Collection and Follow -up Action Sewer Service Rates IX. ENGINEER'S REPORTS , /A. Emergency Work 1. Victoria Street Pump Station i,,, cud; COV by Manager B. Standard Pacific Development/Adams and Mesa Verde - Accept Easements Dedication of Sewer Easements /C. John Wayne Airport — Request for Sewer Service Timetable Consider /D. Independent Engineer's Review of Capital Improvement Program - t( a Report by Norris Repke X. TREASURER'S REPORTS XI. ATTORNEY'S REPORTS 0 /A. Cornwell Group vs. Costa Mesa Sanitary District, et al Consider D /B Claim — 2094 Continental Avenue 9,Lq1wo4,*J Reject Claim /C. Vidal Valdez vs Kenneth L. Williams, Sr., et al Verbal Report COSTA MESA SANITARY DISTRICT August 2, 2001 AGENDA Page 4 RECOMMENDED ACTION /D. Resolution No. 2001 -649 - Designating Certain Persons to Authorize Adopt Resolution The Auditor - Controller for the County of Orange to Make Additions, Ara Deletions and Corrections to Charges Being Collected on the County Tax Roll and Giving Reasons Therefor XII. LOCAL MEETINGS _ A. Independent Special Districts of Orange County (ISDOC)`� Consider /B. Local Agency Formation Commission (LAFCO) I c ® Consider C., - Orange County Sanitation District /. Board Workshop — July 14, 2001 Consider Regular eeting — July 18, 2001 �' ��' Consi er Monthly L date V Consi er Y P D. /Santa Ana River Flood Protection Agency �' 1. Meeting — July 26, 2001 Consider /2.. Dues in the Amount of $1,400.00 for Fiscal Year 2001/2002 ,.--Approve Payment E. °` Water Advisory Committee of Orange County (WACO) Consider F. /range County Council of Governments (OCCOG) Consider G. /CS DA 1. 32 "d Annual Conference — Sacramento — September 19 -21, 2001 Consider Attendance /2. 2001 CSDA Distinguished Awards Consider XIII. OLD BUSINESS XIV. NEW BUSINESS AA. Special District Institute Special District Administration Seminar and Workshops — Consider Attendance October 17 -20, 2001 — Palm Springs XV. /ORAL COMMUNICATIONS OVI. ADJOURNMENT � �S�SANIT�gr � � �! aon Ni► O —f e V � y ycO4poQACE��4 COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING JULY 10, 2001 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 5A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Art Perry Observer: Jim Ferryman Staff Present: Rob Harriers, Tom Fauth, Joan Revak STANDARDIZED CONTAINER PROGRAM ® A. PROGRESS REPORT Mr. Fauth provided a report on the status of container orders to Roto Industries. As of June 12, 2001, containers have been ordered and invoiced as follows: 3000 90 gallon $155,700.00 2000 60 gallon $ 89,800.00 150 35 gallon $ 5,962.50 5,150 Total $270,322.19 Mr. Hamers reported a Resolution for the purchase of the containers would be presented at the regular Board of Directors Meeting on July 12, 2001. CITY OF COSTA MESA RECYCLING PROGRAMS Curbside Trash Collection Mr. Harriers reported the City has determined further study is required on the Ordinance requiring multi - family dwellings with five or more units having trash serviced on -site rather than from the public right -of -way at curbside and will re -visit the issue in one year. SAM[ r� Costa Mesa Sanitary District Minutes of Recycling Committee Meeting s July 10, 2001 OR Page 2 The City realizes the new standardized container program will cause fewer containers to be left at the curb. Additionally, the curb in many areas where the trash collection vehicle stops is already painted red. There are also safety and property damage concerns with on -site service. Mr. Hamers also noted the City is also studying its street sweeping program and the effect of large no parking areas. Additionally, the City is revisiting its development standards, thereby requiring more on -site parking for new residential subdivisions. LARGE ITEM COLLECTION PROGRAM Ms. Revak reported the Large Item Collection Program began on June 18, 2001, and will run through the week of August 20, 2001. The first two weeks of the program produced 99.64 tons at a total cost of $2,190.00. White Goods collected during this period totaled 351.40 pounds amounting to a $313.76 credit to the District. MINI TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak informed the Committee of the upcoming PacBell Yellow Pages distribution occurring July 16 through August 27, 2001. The District will again participate with bins located in front of City Hall and at the Orange Coast College Recycling Center for collection of old directories. Ms. Revak advised the District would take advantage of the closed loop recycling program with PacBell and Daishowa America. Daishowa is again paying $50.00 per ton for the PacBell phone directories. Under this program, phone books collected and shipped to Daishowa America will be converted back into new telephone book paper, saving valuable forests and reducing landfill usage. Ms. Revak further apprised the Committee of the contact made with Baskin Robbins to ascertain the number of redeemed ice cream cone certificates that were donated to the schools in the 2000 School Telephone Book Recycling Program and learned that only 49 out of 500 certificates were redeemed. The meeting was adjourned at 10:10 a.m. Secretary President • Ir� J • �gASANfpgRf � dI� h� p ouo u U � H f yc�'PPORA'��`9 COSTA MESA SANITARY DISTRICT MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING JULY 12, 2001 CALL TO ORDER The meeting was called to order at 5:30 p.m. by Director Schafer. ROLL CALL Committee Members Present: Mr. Marc Puckett, Treasurer Mr. Rob Hamers, District Manager Director Arlene Schafer (rotating committee member) Director Art Perry (rotating committee member) Director Jim Ferryman (observer) Staff Members Present: Joan Revak, Clerk of the District Tom Fauth, Management Analyst TREASURER'S REPORT FOR JUNE, 2001 Mr. Puckett presented the Treasurer's Report and discussed the recent investing activity of the District. Discussion followed. OTHER BUSINESS The Committee also discussed the financing plan for the standardized container program. ADJOURNMENT The meeting adjourned at 5:55 p.m. Approved by: Secretary, Costa Mesa Sanitary District Board of Directors President, Costa Mesa Sanitary District Board of Directors Ir 0 h ° ycOPPORA�,9w COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 129 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 12, 2001, at 6:00 p.m., in Room 5 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance. President Schafer gave the invocation. ROLL CALL: Directors Present: Arlene Schafer, Art Perry, James Ferryman, Dan Worthington Directors Absent: Greg Woodside, absent and excused 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 Shef, District Ordinance Enforcement Officer. Others Present: None ANNUAL CPI INCREASE PER AGREEMENT COSTA MESA DISPOSAL The Costa Mesa Disposal /CMSD Agreement provides a yearly adjustment equal to the CPI increase. The Calculated increase is 3.74 %, however, the agreement limits the increase to 3 %. Secretary Perry motioned to approve the CPI Increase of 3% for Costa Mesa Disposal making the collection rate 8.2181 per unit for the 2001 -2002 year.. Director Worthington seconded. Motion carried unanimously. COSTA MESA SANITARY DISTRICT ��SpSANIT�R`O♦ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 h ouuo y • PAGE 2 ycORPORA��,� CR TRANSFER The CR Transfer /CMSD Agreement provides a yearly adjustment equal to the CPI increase. The Calculated increase is 3.74°/x, however, the agreement limits the increase to 3 %. Secretary Perry motioned to approve the CPI Increase of 3% for CR Transfer making the recycling rate $48.00 per ton per month for the 2001 -2002 fiscal year Director Ferryman seconded. Motion carried unanimously. CONSENT CALENDAR --:----:----:----:----:----:---- :---- :---- :---- :---- :- - - -: -- Mr. Burns requested the Minutes of June 14, 2001 be corrected to show he arrived at 6:08 p.m. instead of 7:08 p.m. President Schafer reported the Minutes of the Recycling Committee Meeting show a date of June 14, 2001 and requested the correct date of June 12, 2001 be reflected. President Schafer requested page 15 of the June 14, 2001 Minutes reflect Dana Smith, not Dana Rorbacher under the Quarterly Meeting — May 31, 2001 of ISDOC. President Schafer requested page 16 of the June 14, 2001 Minutes reflect there was no meeting for CSDA due to cancellation. The next CSDA meeting will be held July 13, 2001. President Schafer requested a correction to the Minutes of the Special Meeting of June 19, 2001, which currently refers to the Recycling Committee under "Call to Order". The Special Meeting Minutes of June 19, 2001, will be corrected to omit "Recycling Committee ". On motion by Director Worthington, seconded by Director Ferryman, the Consent Calendar, with the above corrections, was approved as presented. Motion carried unanimously. MINUTES Approved Minutes of Study The minutes for the Study Session of June 7, 2001, were Session, approved as distributed. June 7, 2001 to COSTA MESA SANITARY DISTRICT ��S�SA "�rARy� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 0 JULY 12, 2001 PAGE 3 yc0'PPORA'��`�w Approved Minutes of The minutes for the Recycling Committee meeting of June Recycling Committee 12, 2001, were approved as distributed. Meeting, June 12, 2001 Approved Minutes of The minutes for the regular meeting of June 14, 2001, Regular Meeting were approved as distributed. June 14, 2001 Approved Minutes of The minutes for the Special Meeting of June 19, 2001, Special Meeting were approved as distributed. June 19, 2001 REPORTS MANAGER'S REPORTS 9 REFUNDS I No refunds were requested. OCCUPANCY REPORT Approved Occupancy Report and payment of $167,871.85 to Costa Mesa Disposal for trash collection services for July 2001 RECYCLING REPORTS The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of July 1, 2001. Therefore, the total for July is 21,040. Board directed Staff to prepare a warrant for $167,871.85 to Costa Mesa Disposal on August 1, 2001, for payment for July trash collection based on the July count of 21,040. Waste Diversion Report for The Waste Diversion Report for May 2001, showing a May 2001 was received 51.19 percent diversion, was received and filed. and filed. Waste Diversion Report The Waste. Diversion Report for June 2001, showing a June 2001 was received 50.54 percent diversion, 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 June 2001 for $ 146,465.49 in the amount of $ 146,465.49. COSTA MESA SANITARY DISTRICT SIM r� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 S y PAGE 4 ycORPORAtf��w ENGINEER'S REPORTS Project Status Report was The Project Status Report dated July 2001, was received and filed. accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of June 30, 2001, was received June 30, 2001, was and filed. received and filed. Report of Monies on The Report of Monies on Deposit as of June 30, 2001, Deposit as of was received and filed. June 30, 2001, was received and filed Approved Warrant 2002 -1 Warrant Resolution #CMSD 2002 -1 was approved, for July 2001, in the authorizing the President and Secretary to sign the amount of $427,753.98 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $427,753.98 - -: -- -- :- - - -: -- - -: -- -- :--- Al- - - -: -- -- :- - - -: -- - -: -- -- :- - - -: -- END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS Mr. Hamers reported receiving a copy of a letter from Mary Aileen Matheis, President, Irvine Ranch Water District, to The Elections and Bylaws Committee, California Special Districts Association. The letter nominates Arlene Schafer for the position of Region 6 Seat B on the California Special Districts Association (CSDA) Board of Directors. Mr. Hamers introduced a pamphlet received from CSDA notifying of their 32nd Annual Conference. The Conference will be held September 19 -21, 2001 in Sacramento, California at the Sheraton Grand Hotel. Deadline for making reservations at a reduced rate is August 31, 2001. The Board directed Staff to bring the item back at the August 2, 2001 regular meeting. �1 PUBLIC COMMENTS There was no public in attendance, no comments received. COSTA MESA SANITARY DISTRICT SAN1 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING O JULY 12, 2001 " PAGE 5 yc0'PPORp�,� MANAGER'S REPORTS RECYCLING COMMITTEE STANDARDIZED CONTAINER PROGRAM PROGRESS REPORT Director Worthington reported the distribution of the Standardized containers began on Monday, July 9. For each new delivery route, containers to be distributed to people currently paying for rental containers will arrive the week before the general distribution in that specific collection route. Mr. Fauth passed around photos of the standardized containers in the assembly process. Mr. Fauth reported Roto has approximately 1,000 assembled containers on site. Mr. Fauth presented a matrix depicting the order placed with Roto to date. The order contained 3,000 90- gallon containers, 2,000 60- gallon containers, and 150 35- gallon containers. An updated report will be presented at each regular meeting to show the number of containers ordered per route. Mr. Fauth reported that Roto Industries issued a. Purchase Order to order an additional 6,000 of the 60- gallon containers. Mr. Shef is monitoring the distribution of the standardized containers and reports that delivery is going very smoothly. Mr. Hamers requested Mr. Shef ascertain how the recording of the container numbers is being done. Mr. Shef will determine the numbering system and report back to the Board. CITY OF COSTA MESA PROGRAMS CURBSIDE TRASH COLLECTION Mr. Hamers reported on Ordinance No. 00 -17, an Ordinance requiring multi - family dwellings with- five or more units to have their trash serviced on -site from private property rather than from the public right -of -way at the curbside. The City has determined further study is required on the subject and will reexamine the issue on July 1, 2002, and until then, service will remain from the curbside. Mr. Hamers related the City realizes the new standardized container program will cause fewer containers to be left at the curb. Additionally, the curb in many areas where the trash collection vehicle stops is already painted red. There are also safety and property damage concerns with on -site service. Mr. Hamers also noted the City is studying its street sweeping program and the effect of large no parking areas. Additionally, the City is revisiting its development standards, thereby requiring more on -site parking for new residential subdivisions. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ' JULY 12, 2001 S. y PAGE 6 yc0'PPORA'fE��s Mr. Hamers thanked President Schafer for her assistance in this matter. LARGE ITEM COLLECTION PROGRAM Director Worthington reported the Large Item Collection Program began on June 18, 2001 and will run through August 20, 2001. Director Worthington summarized the matrix provided by Ms. Revak depicting the tonnage collected to date: 99.64 tons were collected at a total cost of $2,190.00. White Goods collected during this period totaled 351.40 pounds, amounting to a $313.76 credit to the District. Director Worthington reported the Committee discussed the resources available for recycling computers, computer monitors, and television sets that have lead in their Cathode Ray Tubes (CRTs). The Committee is investigating possible options for appropriate disposal of these items. A handout listing locations willing to accept CRTs has been created and is ready for re- distribution. Costa Mesa Disposal and Mr. Shef will begin distribution of the handouts. Director Ferryman recommended giving the Costa Mesa Chamber of Commerce some of the CRT flyers. President Schafer requested some CRT flyers to take to Sacramento for the next CSDA meeting. MINI- TELEPHONE BOOK RECYCLING PROGRAM (YELLOW PAGES) Director Worthington reported the Mini - Telephone Book Recycling Program will begin July 16 and run through August 27, 2001. Bins will be located in front of City Hall and the Orange Coast College Recycling Center for collection of old directories. Ms. Revak reported the District will participate in the program with Daishowa America and PacBell, wherein $50 per ton is paid for the old PacBell phone directories. The directories are recycled and converted into new telephone book paper, saving valuable forests and reducing landfill usage. Ms. Revak contacted Baskin Robbins to check on the redemption certificates for the ice cream cones given to schools in last year's recycling program. Ms. Revak reported out of 500 certificates distributed, only 49 have been redeemed. The Board discussed ways to increase the redemption of the ice cream cone certificates. I's SANITq��' • ti n mo e" e V l Y yc0'PPORA0,9 MANAGER'S REPORTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 PAGE 7 Mr. Hamers reported an item requiring an immediate determination arose after the agenda was posted. Director Ferryman motioned to put the item on the agenda for discussion. Director Worthington seconded the motion. Motion carried unanimously. Mr. Hamers reported there was a reduction in SDRMA insurance premium due to Director Worthington attending a meeting on February 22 -23, 2001, where incentive point credit should have been given the District. A reduction of $349.09 was given to the District, making the corrected invoiced amount $37,331.80. Secretary Perry motioned to revise the invoice payment to SDRMA for insurance premium to $37,331.80. Director Worthington seconded. Motion carried unanimously. ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of June 2001. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 ' 3 1 Area II 4 0 Area III 4 1 Area IV 0 0 TOTAL 11 2 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning May 28, 2001 and ending June 24, 2001. Mr. Shef reported communication between Costa Mesa Code Enforcement and District Code Enforcement has been reciprocally beneficial for solving certain reported complaints. COSTA MESA SANITARY DISTRICT SINNI MINUTES OF BOARD OF DIRECTORS REGULAR MEETING , JULY 12 2001 N PAGE 8 ycOPPORA V`9w CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS Mr. Hamers presented the summary of the Strategic Plan. ITEM 4.1 - PUBLIC OUTREACH PROGRAM (1) DISTRICT'S PREPAREDNESS FOR ROLLING BLACKOUTS Mr. Hamers reported the District has 325 miles of sewer lines and 20 pumping stations. The pumping stations run on electricity and would be directly affected by a loss of power. A loss of power requires an emergency response from the District field crews. The CMSD field crew is well versed in handling power outages and mechanical failures and has done so as a regular course of business since the 1950s. Mr. Hamers reported certain District stations have large holding areas and small rates of inflow and can go hours during the day without the need for electricity. Other stations are very dynamic and have smaller holding areas with high rates of inflow. A power outage at these sites will require a quick response time to prevent the well from filling and backing up the system. The District has two emergency standby diesel engines, two bypass pumps, and two large sewer - cleaning trucks with vacuum capabilities. All six pieces of equipment are in service and used whenever necessary. Mr. Hamers reported there is a standby man on call around the clock and each field team and administrative staff has a preprogrammed cellular phone to provide immediate person -to- person contact with the other District personnel. An updated comprehensive list of contacts was distributed. Mr. Hamers reported mutual aid sharing exists with the City of Newport Beach and Orange County Sanitation District. Mr. Hamers estimates there are approximately two pumping stations per grid and determines the District is capable of handing a power outage for the expected duration of the power outages. A power outage will not adversely affect the trash collection service. A power outage will result in a temporary slow down of service assuming the trash collection vehicles have to navigate streets where the streetlights are temporarily out of service. 1-1 COSTA MESA SANITARY DISTRICT ��SAS " "►r�R`o♦ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 • S. PAGE 9 ♦ r ... ww yc0'PpORA'►��9 The Board requested Mr. Hamers research the power grids to recheck how many pumping stations could be without power at one time. ITEM 5.1 — OFFICE STAFFING Mr. Fauth reported the City of Costa Mesa personnel department is currently advertising for the vacant limited -term position with the Costa Mesa Sanitary District. The position will be offered until August 3, 2001. ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS, BEACH CLOSURES — TROUBLE IN PARADISE" Mr. Hamers reported Mr. Shef will be distributing the Costa Mesa Sanitary District's Restaurant Owner's Guide for Grease Control. COALITION MEETING AT ORANGE COUNTY SANITATION DISTRICT Mr. Hamers reported the date for the Coalition Meeting at Orange County Sanitation District has not yet been finalized. The Costa Mesa Sanitary District will be attending the meeting when a date has been determined. Ms. Schmeisser left the meeting — 6:51 p.m. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth reported the field update of the occupancy report has not been finalized because the UCI intern is currently out of town. ENGINEER'S REPORTS EMERGENCY WORK VICTORIA STREET PUMP STATION Mr. Hamers reported no action has been taken, construction is about to begin. LOW FLOW DIVERSION PROGRAM Mr. Hamers reported the County is researching alternative locations for the Low Flow Diversion Program and the alternatives do not utilize the Sanitary District's sewer system. Staff will cease analysis of the Canyon Drive proposal. COSTA MESA SANITARY DISTRICT V SAN17A. ' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 00o e A JULY 12, 2001 PAGE 10 CO'4PORKfEO�� STANDARD PACIFIC DEVELOPMENT /ADAMS AND MESA VERDE - DEDICATION OF SEWER EASEMENTS Staff tabled the report. JOHN WAYNE AIRPORT - REQUEST FOR SEWER SERVICE PROPOSED SEWER EASEMENT AT 3184 AIRWAY AVENUE Mr. Hamers presented the proposed sewer easement at 3184 Airway Avenue. Both District Engineer and District Attorney have reviewed all documentation. Staff recommended approval. Manager Rob Hamers submitted an Easement Deed from Koll Irvine Community Association, A California Corporation to the Costa Mesa Sanitary District for a perpetual easement and right of way for sewer and maintenance purposes. Director Ferryman made a motion, seconded by Perry that this Easement Deed be accepted and the Clerk instructed to place said Deed on record with the County Recorder. This motion carried by the following roll call vote: Ayes: Schafer, Perry, Ferryman, Worthington Absent: Greg Woodside No: None Mr. Hamers will bring back to the Board a timetable for execution of the remaining easement documents and revised agreement with the airport. TREASURER'S REPORTS STANDARDIZED CONTAINER PROGRAM FINANCING PLAN Mr. Hamers reported the Investment Oversight Committee reviewed Resolution 2001 -648, the Resolution authorizing the execution of the lease for the lease /purchase of the standardized trash containers. Mr. Burns stated he has reviewed the lease agreement and reported it is a boilerplate form and will require some modification to adapt to the District's purpose. Mr. Burns spoke to a representative of Municipal Finance Corporation who will institute the modifications. COSTA MESA SANITARY DISTRICT SANIT�R`o♦ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 • y PAGE 11 ♦ r ... ww yc0'PpOAA�`� Mr. Puckett introduced Resolution No. 2001 -648, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING THE EXECUTION AND DELIVERY OF A LEASE WITH OPTION TO PURCHASE, AND AUTHORIZING CERTAIN ACTIONS IN CONNECTION THEREWITH. Staff recommended adopting the Resolution, authorizing the President and Secretary to sign the lease, subject to Mr. Burn's approval of the lease. Secretary Perry motioned to adopt Resolution 2001 -648, subject to modification of the lease by Mr. Burns. Director Worthington seconded. Motion carried unanimously. Mr. Puckett will provide a copy of the finalized lease for the Board's review. INTEGRATED WASTE MANAGEMENT DEPARTMENT 1999 -2000 ANNUAL REPORT Mr. Puckett presented the Integrated Waste Management Department Annual Report, Fiscal Year 1999 -2000. Mr. Puckett provided a brief review of the document and answered questions for the Board. INVESTMENT OVERSIGHT COMMITTEE MEETING - JULY 12, 2001 Mr. Puckett reported the Investment Oversight Committee met prior to the regular Board meeting and the minutes for the meeting will be included in the next agenda packet for Board approval. PAYROLL DUE DATES Mr. Puckett distributed a matrix entitled 2001 Payroll Dates for treating the Director's compensation as taxable income. The matrix depicted the pay periods, dates information will be due to personnel, and the payday for that time period. Mr. Puckett reported the system is ready and can take effect with the next pay period, July 20, 2001, with checks being delivered August 3, 2001. Mr. Harriers suggested the paychecks be processed once per month to assist Ms. Revak in determining the number of meetings attended per month. Mr. Puckett will process the paychecks on the next pay period following the end of the month. There will be retroactive incremental adjustments made to the paychecks for the remainder of the year to adjust for withholding from January 2001 on. COSTA MESA SANITARY DISTRICT Shia l� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 0 0 000 JULY 12, 2001 y PAGE 12 yc�RPORA��,� ATTORNEY'S REPORTS CORNWELL GROUP V. COSTA MESA SANITARY DISTRICT, ET AL Mr. Burns reported there has been a settlement in Cornwell v. Costa Mesa Sanitary District. The complaint alleged structural damage to buildings caused by sewer leaks in the District's lines. It was determined there were multiple possible causes of the damage. A settlement was tentatively reached two weeks prior to trial. SDRMA will pay $13,750 and the District will slip line the pipe. SDRMA will pay for the cost of defense, less the $500 deductible. Director Ferryman motioned to accept the report. Secretary Perry seconded. Motion carried unanimously. LOCAL MEETINGS President Schafer thanked Ms. Revak for providing the calendar in the monthly packet to assist in scheduling meeting dates and reminding Board members as to their schedules. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer reported the Executive Committee meeting for ISDOC was held July 3, 2001. The ISDOC members discussed the following: • President Schafer presented a report from LAFCO at the ISDOC meeting on the housing crisis in Orange County. LAFCO will be watching the housing situation in San Diego. President Schafer reported special districts will be affected and LAFCO will be monitoring the situation. President Schafer discussed running for CSDA Board seat for Region 6. • President Schafer is on a special committee to review the bylaws. • President Schafer is working on a quarterly meeting to be held some time in August and is communicating with Ralph Heim to be guest speaker at the meeting. • A Housing Bill was discussed. President Schafer provided information from the ISDOC meeting for the Board's perusal. • L COSTA MESA SANITARY DISTRICT S&NIT -,Pyo' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 PAGE 13 yC0'PPORA��`oi LOCAL AGENCY FORMATION COMMITTEE (LAFCO) President Schafer attended the July 11, 2001 LAFCO meeting and reported the Committee discussed a very involved 2.71 acre Huntington Beach annexation. LAFCO discussed the annexation of 50 unincorporated "islands" that they would like to see become part of a neighboring city within the next three years. COSTA MESA CHAMBER OF COMMERCE President Schafer reported she attended the Costa Mesa Chamber of Commerce meeting and shared strategic planning, standardized container program, grease traps, grease interceptors, coalition meetings, and newspaper articles. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - JUNE 27, 2001 MONTHLY BOARD LETTER UPDATE Director Ferryman reported the Orange County Sanitation District voted on the purchase of a vessel for 1.3 million dollars. The item passed and the vessel will pay for itself in five years. President Schafer will attend the Ocean Issues Workshop Study Session on July 14, 2001. Director Ferryman will not be in attendance at the Workshop. SANTA ANA RIVER FLOOD PROTECTION AGENCY MEETING JUNE 28, 2001 Director Ferryman was elected to the Executive Board for an additional term. Director Ferryman reported Don Martinson was granted a compensation increase. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer provided materials for the Board's perusal. President Schafer reported the Committee discussed the following: 4 Riverside County Grand Jury criticized not having enough reserves and the lack of uniformity in reporting. �S *gANf7q�� 4 OR A►E��9 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 PAGE 14 • Mary Jane Forester, "Here, There, and Back Again, Lessons in Sacramento Legislation Funding Process." • Water Emergency Response Organization of Orange County ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the meeting but provided the agenda for the Board's perusal. CSDA 2001 CSDA DISTINGUISHED AWARDS President Schafer introduced the 2001 CSDA Distinguished Awards. The Awards are to recognize a Board Member who goes above and beyond the call of duty, General Manager who has substantially contributed to the improvement and successful operation of his or her district, or Volunteer who has made significant contributions to the district or the community. President Schafer suggested the Board nominate Mr. Rob Hamers, District Engineer since 1981, and District Manager since 1992. Director Ferryman motioned to take any and all action necessary and authorizing the President and Secretary to sign documents to implement the nomination of Rob Hamers as CSDA Manager of the Year. Secretary Perry seconded. Motion carried unanimously. Secretary Perry suggested nominating Director Worthington for being instrumental in the standardized container program. Director Worthington declined the nomination since there will already be a nomination from the Costa Mesa Sanitary District. OLD BUSINESS REVISED REGULAR MEETING DATE AND PUBLIC HEARING IN AUGUST 2001 The regular board meeting will be held August 2, 2001. The public hearing for trash /sewer rates will be held August 14, 2001. NEW BUSINESS There was no new business. e S&NITgR`' s 0 o sao � e yC04pOR��`9 ORAL COMMUNICATIONS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 12, 2001 PAGE 15 President Schafer reported she has been on the OCTA Advisory Board for the last year and her seat is currently up. Mr. Burns reported he had a non - agenda item requiring immediate attention. Secretary Perry motioned to hold discussion on an item, that the need arose after the agenda was prepared, and there was a need to take immediate action on that item. Director Ferryman seconded. Motion carried unanimously. Mr. Burns reported he was contacted by the Daily Pilot and requested to interview with them regarding legal issues about the District's bidding practices. Mr. Harriers suggested the Board direct Mr. Burns to answer all legal questions regarding the District's bidding practices and then use his own discretion regarding additional questions that he may feel are better handled by the Board. 118 Secretary Perry motioned to have Mr. Burns respond to all legal issues in an interview with the Daily Pilot and refer the any additional questions to the District Manager. Director Ferryman seconded. Motion carried unanimously. Mr. Fauth reported Director Worthington requested he look into a recycling item. Mr. Fauth contacted Mr. Benjamin Lucha, City of Santa Clarita, who provided information about diaper recycling from Knowaste. Recycling of diapers provides three products: wood pulp, super absorbent polymer, and mixed plastics. Mr. Fauth will contact CR Transfer and provide them with the information. ADJOURNMENT At 8:06 p.m., President Schafer adjourned the meeting. 0 SECRETARY PRESIDENT c, • COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING HELD JULY 25, 2001 CALL TO ORDER The Costa Mesa Sanitary District attended a Special Meeting at 10:00 a.m. in Conference Room 5A at the Costa Mesa Civic Center, 77 Fair Drive, Costa Mesa President Schafer called the meeting to order at 10:00 a.m. Director Worthington led the Pledge of Allegiance Vice President Woodside gave the Invocation. ROLL CALL: Directors Present: Arlene Schafer, Greg Woodside, Art Perry, Jim Ferryman, Dan Worthington Staff Present: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Finance Director; Dawn Schmeisser, Assessment Specialist Others Present: Grace Camacho, Costa Mesa Breeze I. PRELIMINARY 2001 -2002 TRASH COLLECTION AND SEWER SERVICE RATES Mr. Hamers briefly reviewed the preliminary rate calculation prepared by Mr. Puckett that was included in the 2001 -2002 District budget. The rate structure reflected a 5.8% increase in the trash rate to $184.62 per year and the sewer rates reflected a 1% increase. II. SURVEY OF ORANGE COUNTY TRASH AND SEWER RATES Mr. Harriers reviewed four items: The CMSD chart showing the history of the District's rates, a current sewer rate survey prepared by Ms. Revak, the yearly trash collection rate survey prepared by Ms. Revak and a newspaper clipping noting a 12% rate increase for sewer services provided by the Irvine Ranch Water District for portions of Newport Beach. �S,,SANIl,14, ti� a V � ww '0'PpOIA'�`9 MIN V. DISCUSSION OF RATE STRUCTURE Costa Mesa Sanitary District Minutes of Special Meeting June 19, 2001 Page 2 Mr. Hamers and Mr. Puckett reviewed the current District Budget for sewer services noting that a 1 % increase in rates still does not cover the proposed budget because of a last minute capital improvement project. The project is modifying or relocating the Tustin Pumping Station to accommodate a street widening project. Mr. Puckett noted that the District's sewer rates have not increased in eight years and that such a rate structure is subject to occasional deficits. Mr. Hamers and Mr. Puckett recommended a steadily increasing rate structure at approximately the yearly CPI. Because it has been so long since the last increase,- Mr. Hamers recommended a 5% increase. For the single family residences, a 5% increase equates to only a $1.15 per year increase. Mr. Hamers noted that a long term steadily increasing rate structure was also recommended by Mr. Greg Lowry, a financial planner previously hired by the District. Mr. Hamers noted the Board's success at holding rates level for a long term and its positive effect on the community, however, an increase is appropriate at this time. The Board also noted that the District's rates for trash and sewer compared favorably to rates in other Orange County cities. With respect to the proposed trash collection rate, the Board noted the rate covers all expenses except for the new standardized containers that are being provided at no charge. The Board reviewed the proposed rates sent out on the Public Hearing notice, which were 5% increases on all the sewer rates and a 5.8% increase on the trash collection rate. The Board directed Staff to prepare the Public Hearing agenda reflecting the 5% and 5.8% increases along with written justification for the increases. ABILITY TO ADJUST BUDGET TO MODIFY RATES Mr. Hamers noted that should the Board desire to modify rates, items can be deleted from the budget or reserves can be used. PUBLIC COMMENTS No public comments were received. I, • • • I�. v �J • • �J s 'OgPORA��`+ The meeting was adjourned at 11:20 a.m. Secretary Costa Mesa Sanitary District Minutes of Special Meeting June 19, 2001 Page 3 President t Costa Mesa .Sanitary District PROJECT STATUS REPORT August 2001 Project 1112100 -128 Mesa /Birch Sewer Realignment Construction is complete. The District is awaiting final billing statements from the County of Orange. Project 1112100 -129 Bristol Street Pumping Station The Amendment to the Three Party Agreement has been approved and the redesign is 80% complete. The Board formalized the position of remaining as sewer service and trash collection provider for Santa Ana Heights, including owning the Bristol Street Pumping Station, at the June 14, 2001, regular meeting. Project 1112100 -135 Reconstructing Force Main for Elden Pumping Station (Phase III 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 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. Project 1112100 -155 Sewer Master Plan Update The project has been started. Project 1112100 -159 Televising Sewer Lines Program Years 98 -99, 99 -2000 A portion of the televising has been completed. An effort was made to televise the hard to reach lines around Cherry Lake. Based on the results, a root killing project using foam may be recommended. Project 1112100 -161 Construct Water Service to Pumping Stations The plans are ready for 1" review by the Mesa Consolidated Water District, the Irvine Ranch Water District, the City of Costa Mesa, the City of Newport Beach and the County of Orange. Project 1112100 -162 Pilot Program -Use of Enzymes to Control Grease and Odors The first enzyme system, by Ennix, was tested and was successful. Products from other manufacturers are being tested. Project 1112100 -165 Rehabilitate Canyon Pumping Station Force Main The design phase has been started. Project 1112100 -166 Manhole & Pump Station Coating & Miscellaneous Work The design phase has been started. Project 1112100 -167 Emerson Street Sewer Relocation The design phase has been started. 9 • Route -No: 11 (sOSta @Sa ®IS OSaI Information current'as of 8/2/01 Note: Preliminary swap outs are still in progress. Trash pick up day domes 35 Gallon 60 Gallon 90 Gallon 39100 Monday 338 2 404 287 Tuesday 431 9 530 234 Wednesday 496 14 600 351 Thursday 329 14 377 275 Friday 316 12 338 178 Total 1910 51 2249 1325 3625 Percent (21,040): 9% 1% 62% 37% 9% Estimate 0 3190 435 0% 88% 12% Est Totals 0 34600 4500 39100 ® TO: Costa Mesa Sanitary District Board of Directors, Rob Hamers, Manager /District Engineer • • FROM: Ron Shef, Ordinance Enforcement Officer DATE: July 22, 2001 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers a four (4) week period beginning June 25, and ending July 22, 2001. During this period three (3) new flyers were available for distribution.within the District. The revised Trash Collection Regulations (green) are being used in those areas and at addresses which utilize the standardized containers. This flyer incorporates both the old and still effective regulations plus new ones pertinent to the District provided containers. During the last week of this period, distribution of the Guide for Grease Control began with delivery to local restaur- ants. These brochures, with specifics intended to inform owners and managers of products, prices and suppliers, should help to maintain free- flowing.sewer lines and prevent sewer spills. Full distribution to all District restaurants should be completed within the next two weeks. Now considered hazardous waste, Cathode Ray Tubes (CRTs) and other computer related products, may be disposed of properly by utilizing the new flyer which lists various businesses and organizations that will accept CRTs, etc. These flyers will be distributed to residents who would normally leave CRTs at the curb for normal collection. Along with the new and revised flyers mentioned above, the courtesy flyers are still being used such as the more than. thirty (30) in view and at curb pink flyers distributed this period to residents. Although residential and business education of existing and new regulations is a continuing procedure, these new tools will prove their worth in upcoming periods. a R b V) The four (4) weeks of this period were mostly standard with normal scavenger patrol and area monitoring continued through- out the entire District. The July 4th holiday caused trash collection to be one day late for the balance of the week. All new complaints received in the District this period were investigated and cleared within forty -eight (48) hours. While the Large Item Collection program is underway, the areas of the District due for collection are patrolled at least twice weekly in order to prevent any scavenging. 0 0 a a Ordinance Enforcement Report 6/2512001 - 712212001 DATE STREET INDEX ADDRESS STREET NAME DESCRIPTION OF VIOLATION ACTION 7/20/01 1520 267 E. 16th St. In view Pink flyer 7/20/01 1600 934 W. 19th St. Complaint follow up All clean 7/14/01 1810 1938 Anaheim Ave. Bags at curb - out too early Pink to resident 7/14/01 1810 1942 Anaheim Ave. Bags at curb - out too early Pink to resident 7/14/01 1810 1944 Anaheim Ave. Bags at curb - out too early Pink to resident 7/14/01 1810 1946 Anaheim Ave. Bags at curb - out too early Pink to resident 7/13/01 1810 1955 Anaheim Ave. Box at curb Regs 7/12/01 3760 2268 Fordham Dr. In view Pink flyer 7/12/01 3760 2281 Fordham Dr. At curb Pink flyer 7/12/01 3760 2293 Fordham Dr. At curb Pink flyer 7/10/01 5090 2980 Mindanao Dr. Bags & debris at curb Pink flyer 7/9/01 5590 1567 Orange Ave. Complaint follow up - in view Pink & Regs & Photo 7/20/01 5590 1582 1/2 Orange Ave. In view Pink flyer 7/20/01 5590 1599 Orange Ave. Container at curb with desk Pink & Regs 7/12/01 6450 2278 Rutgers Dr. Complaint follow up - bags at curb Pink & Regs & Card 7/12/01 6565 1092 San Pablo Cr. Complaint follow up All clean 7/19/01 7390 591 Victoria St. Container at curb Pink flyer 7/19/01 7390 673 Victoria St. Container at curb Pink flyer 7/19/01 7390 791 Victoria St. Complaint follow up All okay 7/19/01 7390 881 Victoria St. Bags /container at curb Pink flyer 7/20/01 7560 1274 Watson Ave. In view Pink flyer 7/16/01 7560 1298 Watson Ave. Container in view Pink flyer July * 7/001 P *1 of 1