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Agenda Packets - Board - 2001-11-08COSTA MESA SANITARY DISTRICT Greg Woodside Vice President Jim Ferryman Director AGENDA Arlene Schafer President Art Perry Secretary Dan Worthington Director Public Comments. Any member of the public may address the Board. Speakers on agenda items, should identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non - agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non - agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. In compliance with ADA, contact Joan Revak, (714) 754 -5087, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting - November 8, 2001 BOARD OF DIRECTORS MEET 2ND THURSDAY OF EACH MONTH - 77 Fair Drive I. CALL TO ORDER — 6:00 p.m. — Conference Room 5A II. PLEDGE OF ALLEGIANCE — Director Perry III. INVOCATION — Director Woodside 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. Reports Minute Approval 1. Recycling Committee Meeting — October 9, 2001 2. Regular Meeting — October 15, 2001 RECOMMENDED ACTION COSTA MESA SANITARY DISTRICT November 8, 2001 AGENDA Page 2 RECOMMENDED ACTION Manager's Reports 3. Refunds No Refunds 4. Occupancy Report and payment to Costa Mesa Disposal - November 2001 Approve 5. Recycling Reports (a) Waste Diversion Report - October 2001 Receive and File Engineer's Reports 6: Project Status Report Receive and File Treasurer's Reports 7. Financial Report as of October 31, 2001 Accept Report 8. Report of Monies on Deposit as of October 31, 2001 Receive and File 9. Warrant Register for November 2001 in the amount of $523,918.06 Approve Payment ------------------------------------- ---- -- -END OF CONSENT CALENDAR- ------------------------------------------- VI. WRITTEN COMMUNICATIONS VII. . PUBLIC COMMENTS VIII. MANAGER'S REPORTS `­'A. Anti - Scavenging and Screening of Trash Containers Enforcement Reports Consider S B. CMSD Strategic Plan 1. Review of First Year Action Items ,,-a') Item 4.1 - Public Outreach Program ­- �(1) Circle of Service Award for Nate Reade Consider �2) Retirement of Jim Morrison, Central Services Manager Consider Proclamation 2. Development of Strategic Plan a) Schedule January 2002 Workshop Consider Dates b) Preliminary Discussion of Major Concerns (i.e. Public Outreach, Consider Study Relationship with City, etc.) g-�-a 0 �A wd) Session COSTA MESA SANITARY DISTRICT AGENDA November 8, 2001 Page 3 RECOMMENDED ACTION f ., Costa Mesa Disposal Field Update of Occupancy Report �6 Table D. Costa Mesa Disposal r awl, Y/1 - Resolution No. 2001 -655 Commending Raul Rangel of Costa Mesa Approve Disposal, Inc. for His Personal Efforts in Providing Excellent Trash Collection Service to the District Including Continuous Service During Consider The October 2001 Strike � Consider 2. Newspaper Advertisement in Daily Pilot and City of Costa Mesa Consider Quarterly Publication Recreation Review Consider A. Purchase of New Vehicles Consider /4. Response tQ Occupancy Report U dates �f✓ ) Consider Request _TP_ ,�/�cPgM9,VT E. Contract Payment to CR Transfer for Approve Subject to recycling Accept Report services and disposal for September 2001 Verification of Diversion s Report by Staff F. Recycling Committee — November 6, 2001 — 9:30 a.m. Director Worthington and Director Woodside 1. St ndardized Container Program A. Distribution Progress Report Consider ��. Public Relations Campaign Consider lip� c1C. Press Release Consider �,-v /D. Marking on Containers Consider 2. Telephone Book Recycling Program Accept Report �3. Used Tire Round -Up — October 13, 2001 Accept Report Grease Prevention Products E Accept Report ✓4• and -Waste s IX. ENGINEEER'S REPORTS 1Cf6fML ' /A. Emergency Work /1 Pumping Station Telemetry System Ratify Actions by Manager u FITS m 9I D -01 B. ' Safety /Loss Control Meeting — October 10, 2001 Consider Report /C Santa Ana Regional Water Quality Control Board Waste Update Discharge Requirements � 4 COSTA MESA SANITARY DISTRICT AGENDA November 8, 2001 Page 4 RECOMMENDED /1y ACTION . /T'REASURER'S REPORTS A. Investment Oversight Committee Meeting — November 8, 2001 40 Accept Report President Schafer and Director Worthington ,/XI. /ATTORNEY'S REPORTS A. Interim Agreement for Annexation — Home Ranch Execute Agreement B. "No Strike" Clause in Trash Haulers' Contracts For Information XII. LOCAL MEETINGS �( A. Special District Institute Administration Seminar — October 17 -20, 2001 'APL% Accept Report B. Orange County Sanitation District `F . Regular Meeting — October 24, 2001 Consider Monthly Board Letter Update Consider A Santa Ana River Flood Protection Agency %f�d/�� ._V M&4w _ Consider D. SSDRMA �1. Resolution No. 2001 -656 - A Resolution To Approve the Adopt Resolution Nomination and Election of Dan Worthington to the SDRMA Board of Directors V?'02.' Annual Conference and Safety /Claims Education Days 0 Accept Report /E. 4F Independent Special Districts of Orange County (ISDOC) s. 1. Quarterly Meeting —October 25, 2001 Accept Report /F. Local Agency Formation Commission (LAFCO) Consider /G. Water Advisory Committee of Orange County (WACO) Consider /H. Orange County Council of Governments (OCCOG) Consider Chamber of Commerce Legislation Committee Consider / J CSDA Consider XIII. OLD BUSINESS COSTA MESA SANITARY DISTRICT AGENDA XIV. NEW BUSINESS November 8, 2001 Page 5 RECOMMENDED ACTION A. Special District Institute Governance Seminar — February 27 to Consider Attendance March 2, 2002 — San Diego (first in series of three) B. Holiday Gathering of Board and Staff ��- ��►—- Q,�onsider XV. ORAL COMMUNICATIONS XVI. ADJOURNMENT E P�EA$QtU� C �S�,SANIT�,�y y p ao V o -`4i yC0'gpORK��9 COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING OCTOBER 9, 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 Staff Present: Rob Hamers, Tom Fauth, Joan Revak STANDARDIZED CONTAINER PROGRAM PROGRESS REPORT Mr. Fauth provided a matrix on the status of container orders to Roto Industries and reported the container distribution process is working well. As of September 30, 2001, containers have been ordered and invoiced as follows: 5,700 90 gallon $295,830.00 11,000 60 gallon $493,900.90 400 35 gallon $ 15,900.00 17,100 Total $805,630.00 A Press Release was issued on October 1, 2001 informing residents of the streets that will be serviced with the new containers during the month of October. PUBLIC RELATIONS CAMPAIGN Ms. Revak informed the Committee that the District no longer has the benefit of the City's Recreation Review and Community Report to disseminate information on the District's many programs. Beginning with the Fall 2001 publication, the brochure is now devoted to recreation news and schedules and does not contain information on any other subject. In an effort to present information to the public on the standardized container program, Ms. Revak investigated the cost of placing an advertisement in the local paper and presented an ad to the Committee in two sizes that would cost $883.05 for a 5 column x 7 column ad and $454.00 for a 3 column x 6 column ad. Ms. Revak advised that the District does have available funds in the budget for public information expenses. Director Worthington requested that Ms. Revak inquire as to the cost of SAM TAgo' Costa Mesa Sanitary District Minutes of Recycling Committee Meeting October 9, 2001 Page 2 OI AT=�`1 running the ad in color and present the information at the regular Board of Directors meeting. SOUTHERN CALIFORNIA HAZARDOUS WASTE INFORMATION Ms. Revak attended the Southern California Household Hazardous Waste Information Exchange Meeting in the City of Escondido on September 19, 2001, and reported on the topics discussed, which included CRT Emergency Regulations and a Sharps Program Presentation by the City of San Bernardino. Ms. Revak presented an informational pharmacy bag the City provides to the pharmacies partic;pating in their program for delivery of prescriptions to patrons. TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported organization of the 2001 School Telephone Book Recycling Program is underway and the program will run from November 1 to December 14. Letters were mailed to Costa Mesa public and private schools and twenty -six schools have responded affirmatively. The District program provides awards to the schools up to a maximum of $400 based on the enrollment population of each school. Additionally, a grand prize of $250 is awarded to the elementary, Jr. High and High School collecting the greatest number of pounds of phone books per student. Staff will again pursue contributions from local businesses to augment the program. USED TIRE ROUND -UP Mr. Fauth reported the Used Tire Round -Up will take place on Saturday, October 13 at the City Corporation Yard from 10:00 a.m. to 2:00 p.m. The Orange County Conservation Corps will again participate and dispose of the collected tires. The meeting was adjourned at 10:28 a.m. Secretary President is ,I. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING. OCTOBER 150 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on October 15, 2001, at 12:00 noon in Room 5 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 12:00 noon. Secretary Perry led the Pledge of Allegiance. Vice President Woodside gave the invocation. ROLL CALL ® DIRECTORS PRESENT: Arlene Schafer, Greg Woodside, Art Perry, 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; Marc Puckett, Finance Director; Ron Shef, District Ordinance Enforcement Officer; Stephanie Perample, Staff Member; Denise Gilbert, Staff Member . ............................... CONSENT CALENDAR . ............................... President Schafer requested a brief report from Mr. Hamers regarding the Project Status Report, Project 1112100 -135, Reconstructing Force Main for Elden Pumping Station (Phase II). Mr. Hamers explained the construction is complete and they are waiting for comments from the State on the easement and-rights-of- way documents submitted. • �S *s►xrr��� COSTA MESA SANITARY DISTRICT ' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING _ a OCTOBER 15, 2001 PAGE 2 Mr. Hamers requested Mr. Fauth report on the CR &R's payment. Mr. Fauth explained there was an issue regarding a discrepancy between CR &R's invoice and Costa Mesa Disposal's reconciliation. Mr. Fauth determined to use the figure from Costa Mesa Disposal, $121,251.46, and is still in the process of reconciling the figures. On motion by Director Ferryman, seconded by Secretary Perry, the Consent Calendar, subject to verification of payment to CR &R, was approved as presented. Motion carried unanimously. REPORTS MINUTE APPROVAL Recycling Committee Meeting, September 11, 2001 Minutes of Regular Meeting, September 13, 2001 MANAGER'S REPORTS REFUNDS OCCUPANCY REPORT Occupancy Report and Payment of $172,612.97 to Costa Mesa Disposal — October 2001 RECYCLING REPORTS The Minutes for the Recycling Committee Meeting of September 11, 2001, were approved as distributed. The minutes for the Regular Meeting of September 13, 2001, were approved as distributed. No refunds were requested. The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of October 1, 2001. Therefore, the total for October is 21,004. Waste Diversion The Waste Diversion Report for August showing a Report — August 2001 50.32 percent diversion was received and filed. 0 • six#, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s - OCTOBER 15, 2001 PAGE 3 �lORAt4° Waste Diversion The Waste Diversion Report for September showing Report — September a 50.09 percent diversion was received and filed. 2001 Contract Payment to The Board approved contract payment to CR Transfer CR Transfer for for recycling services and disposal for the month of recycling services and September 2001 in the amount of $121,251.46, disposal for September pending verification of diversion report by Staff. 2001 ENGINEER'S REPORTS Project Status Report The Project Status Report dated October 2001, was accepted as submitted. ® TREASURER'S REPORTS Financial reports as of The Financial Reports for September 30, 2001 was September 30, 2001 received and filed. Reports of Monies on The Reports of Monies on Deposit as of September Deposit as of 30, 2001, were received and filed. September 30, 2001 Warrant 2002 -4 for Warrant Resolution #CMSD 2002 -4 was approved, October 2001 in the authorizing the President and Secretary to sign the amount of $451,468.33 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $451,468.33 .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS There were no written communications presented. PUBLIC COMMENTS President Schafer noted no public was present. �b��ANITj�. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 �O�roQA� .� PAGE 4 MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of September 2001. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 3 3 Area II 2 1 Area III 2 1 Area IV 0 0 TOTAL 7 5 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Harriers presented the ordinance enforcement summary report for the four -week period beginning August 27, 2001 and ending September 23, 2001. Mr. Shef reported the last two weeks of the reporting period were impacted by the September 11' tragedy. Mr. Shef altered the focus in the field to concentrate on scavenging and complaints received from residents rather than reprimanding residents for container visibility and collection violations. Mr. Shef reported Staff has requested drivers be sure to place emptied containers on the parkway instead of in the gutter of the street and to be sure to circle the reason a green courtesy card is being left at a residence. CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS ITEM 4.1 — PUBLIC OUTREACH PROGRAM FALL 2001 NEWSLETTER DEDICATED TO SEWER INFORMATION • A Draft of the Fall Newsletter was presented to Board Members for review • and comment. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - , a OCTOBER 15, 2001 PAGE 5 Director Worthington inquired as to an updated graphic for the newsletter. Mr. Harriers reported the graphic has been updated and he will forward it to the graphics department to be placed in the newsletter. Vice President Woodside suggested it be made .clearer that Orange County Sanitation District owns and operates the treatment plants. Mr. Harriers will make the change as requested. CIRCLE OF SERVICE AWARD FOR NATE READE. Ms. Revak reported she contacted the City Manager's office regarding the nomination of Nate Reade for a Circle of Service award and was told the request was forwarded to the Recreation Commission. President Schafer requested Staff follow up on the nomination. Ms. Revak will provide Mr. Harriers with a Committee Member contact list and Mr. Hamers will verify receipt of the report by the Recreation Commission. RESOLUTION NO. 2001 -652 COMMENDING KARL KEMP FOR HIS YEARS OF VALUABLE SERVICE AS MANAGER, MCWD Vice President Woodside attended the October 12, 2001 retirement dinner for Mr. Karl Kemp, General Manager, MCWD and noted the CMSD Resolution was well received. Because the Resolution was finalized after the September meeting, Vice President Woodside motioned, to ratify Resolution No. 2001 -652, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT COMMENDING KARL KEMP FOR HIS YEARS OF VALUABLE SERVICE AS A GENERAL MANAGER FOR THE MESA CONSOLIDATED WATER DISTRICT. Secretary Perry seconded. Motion carried unanimously. RESOLUTION NO. 2001 -653 COMMENDING RAY BARELA FOR HIS YEARS OF SERVICE ON ENGINEERING STAFF OF MCWD Vice President Woodside motioned to ratify Resolution No. 2001 -653, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT COMMENDING RAY BARELA FOR HIS YEARS OF VALUABLE SERVICE AS AN ENGINEER FOR THE MESA CONSOLIDATED WATER DISTRICT. Secretary Perry seconded. Motion carried unanimously. COSTA MESA SANITARY DISTRICT ti' o °mac MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s ' , OCTOBER 15, 2001 ��OtroNA,ao.•� PAGE 6 ITEM 5.1 — OFFICE STAFFING /RESOURCES Mr. Fauth introduced two temporary employees, Stephanie Perample and Denise Gilbert, prior to the start of the regular meeting. Mr. Fauth reported a UCI intern, Mr. Johnson Wang, who assists Mr. Shef or Mr. Fauth approximately ten hours per week, has also assisted Staff. Mr. Fauth reported a selection has been made to fill the permit processing specialist position. Mr. Fauth explained the person chosen for the position might be unable to accept the position due to the possible withdrawal of her husband's job transfer to John Wayne airport. Ms. Ramirez will notify Mr. Fauth by November 6, 2001, to let him know her decision. Mr. Fauth reported they do have an additional applicant chosen should Ms. Ramirez be unable to relocate to the area. DEVELOPMENT OF STRATEGIC PLAN SCHEDULE JANUARY 2002 WORKSHOP Mr. Hamers reported Ms. Revak has been in contact with Mr. Rauch and provided suggested dates for a Strategic Planning meeting. The possible dates for interviews are January 17 -19, February 15 -16, and February 22. The possible dates for the Planning Session are January 19, February 16, and February 23 -23. Discussion ensued. Ms. Revak will contact Mr. Rauch and reserve both February 16 -17 and January 18 -19 as possible meeting dates for the all -day Planning Session. PRELIMINARY DISCUSSION OF MAJOR CONCERNS (I.E., PUBLIC OUTREACH, RELATIONSHIP WITH CITY, ETC.) Mr. Hamers suggested Board and Staff hold a preliminary discussion meeting before the Strategic Planning meeting to discuss major concerns. Staff will bring possible dates back to the Board at the next regular meeting. • �b� s►Mrt,�� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 *roa►�` PAGE 7 ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS, BEACH CLOSURES - TROUBLE IN PARADISE" UPDATE ON GREASE CONTROL PROGRAM — LETTER FROM MANAGER SEPTEMBER 24, 2001 Mr. Hamers' discussed a letter sent on September 24, 2001, regarding a grease control program. Mr. Hamers and Mr. Fauth will be attending a meeting on October 18 at the Water Quality Control Board to continue finalizing the Waste Discharge Requirements to all sewer agencies within OCSD's boundary. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth received the latest report from the UCI Intern, Molly Chen. The report determined the District has 20,985 units reported to the county for assessment purposes and 21,004 units accurately identified as receiving service, a discrepancy of 19 units. A final report will be presented to the rBoard at the next regular meeting. COSTA MESA DISPOSAL LABOR NEGOTIATIONS Mr. Hamers presented a letter of.appreciation from the Board and Staff to Mr. Raul Rangel, Costa Mesa Disposal, Inc., regarding the fact that Costa Mesa Disposal was the first company to settle on a wage and benefit package with workers allowing them to continue working and provide the residents of the District with continuous service. The Board also appreciated the fact that Mr. Rangel personally drove trucks into CR Transfer when drivers were concerned about crossing the picket line. Director Ferryman suggested the Board prepare a Resolution acknowledging Costa Mesa Disposal. Director Ferryman further suggested a press release be prepared to inform the residents of the City of the efforts of Mr. Rangel to provide continuous service to Costa Mesa residents. Director Ferryman motioned to prepare a Resolution to Mr. Raul Rangel in appreciation of his efforts on behalf of the District during the recent strike. Director Worthington seconded. Motion carried unanimously. Mr. Hamers will have Staff prepare a Resolution to be presented and ratified at the next regular Board meeting. �a *ssMi # COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s a OCTOBER 15, 2001 , %t gar PAGE 8 roan° Director Worthington suggested the District purchase space to place an article in the newspaper. Director Worthington requested clarification on the "no strike clause" referred to by some south Orange County cities. Mr. Burns will follow up on the "no strike clause" and provide a report to the Board. RESPONSE TO OCCUPANCY REPORT UPDATES Mr. Hamers reported there was an overpayment to Costa Mesa Disposal in the amount of approximately $40,000. Mr. Hamers met with Mr. Rangel who will be providing a response letter offering to do the following: Update the occupancy report every year instead of every five years Provide a 4th year of free standardized container management Mr. Hamers determined the yearly occupancy report would prevent any future problems. Staff will bring the item back at the next regular meeting. RECYCLING COMMITTEE — OCTOBER 9, 2001 — 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR PERRY STANDARDIZED CONTAINER PROGRAM — PROGRESS REPORT AND PUBLIC REGULATIONS CAMPAIGN Director Worthington reported approximately 30 percent of the containers have been distributed. Mr. Fauth prepared a matrix, which shows the District to be on target with expenditures. Director Worthington reported there have been a few cases of residents painting their street address or apartment number on their containers for identification. Director Worthington suggested Staff contact other districts to ascertain how they have dealt with the identification issue. Staff will review possible acceptable solutions for residents to identify their containers from their is neighbor's container. ON # '�»•roN��`a* COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 PAGE 9 Director Worthington reported the Committee discussed purchasing an ad to present information to the community concerning the standardized container program. A draft ad was presented to the Board in two possible sizes with the related cost information. Ms. Revak presented a memorandum showing costs of $883.05 (9- 9/16" x 7 ") and $454.00 (6" x:6 ") if the ad was placed in the Daily Pilot. There would be an additional $225 charge for 2 -color print and $325 for 3 -color print. Director Ferryman suggested Staff review the readership and prices for publication in the Breeze. Ms. Revak reported the she would investigate purchasing space in the quarterly publication of the Recreation Review. Secretary Perry motioned to approve the purchase of advertising for two items: standardized container and expressing appreciation to Raul Rangel of Costa Mesa Disposal, not to exceed $1,300. Director Ferryman seconded. Motion carried unanimously. Staff will determine which publication to run the ads, checking circulation and cost for the Recreation Review and the Breeze. Mr. Burns suggested using luggage tags as a way to mark the standardized containers without defacing the container. SOUTHERN CALIFORNIA HOUSEHOLD HAZARDOUS WASTE INFORMATION EXCHANGE MEETING — SEPTEMBER 19, 2001 Ms. Revak reported attending a Southern California Household Hazardous Waste Information Exchange meeting in Escondido where there was a presentation from HMRUSALA Inc., a company that provides a computer and electronics collection service. Ms. Revak distributed a handout from HMRUSALA Inc. outlining the company's program. Scrap items collected would be collected at no charge to the District. Terminals or monochrome television sets are received at a price of $0.35 per pound. HMRUSALA has the only known facility where lead can be removed from CRTs. Board directed Staff to investigate further and bring back a report to the Board. S *pANIT��� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING _ OCTOBER 15, 2001 PAGE 10 �PORA�` TELEPHONE BOOK RECYCLING PROGRAM Director Worthington reported the School Telephone Book Recycling Program would be starting up again. The Committee discussed providing the District's CD and videotape to each school in the District as part of the educational program. Ms. Revak reported twenty -seven schools are participating in this year's contest and posters and flyers will be distributed the last week in October. The program will run from November 1 to December 14, 2001. USED TIRE ROUND -UP - OCTOBER 13, 2001 Mr. Fauth reported the Used Tire Round -up collected approximately 30 tires from residents as well as approximately 320 tires from the City Yard accumulated through their regular maintenance program. ENGINEER'S REPORTS EMERGENCY WORK VICTORIA STREET PUMP STATION Mr. Hamers reported the bases under the pumps have been replaced and the pumps are again operating properly. ELDEN PUMP STATION Mr. Hamers reported the leaking discharge line was replaced with a stainless steel line. TUSTIN PUMP STATION Mr. Hamers reported a break in the force main occurred and the emergency required four pump trucks to bypass the station while the repair was made. Approximately 1600 gallons went into the storm drains before the situation was under control. Mr. Hamers reported Staff performed well during the emergency. Mr. Hamers reported an emergency also occurred with the telemetry system going down. A consultant was retained to work through the weekend to perform a patchwork repair on the system. • • • SKI r�ej COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - - a OCTOBER 15, 2001 PAGE 11 PROJECT NO. 169 — TELEMETRY SYSTEM UPGRADE, PROPOSAL TO COMPLETE PROJECT Mr. Hamers reported the District has been experiencing problems gathering data from the stations. The Corporate Yard computer is slow compared to present day computers. Staff is not sure if the problem is related to software or if the antennas at the outlying pump stations will require upgrade. Mr. Hamers recommended that although the project is being brought to the Board as part of the regular CIP program, that consideration be given to performing the upgrade on an emergency basis due to the current condition of the system as noted in the reports under Emergency Work. Secretary Perry motioned to approve $50,000 for Project No. 169, Telemetry System Upgrade. Vice President Woodside seconded. Motion carried unanimously. NORRIS REPKE INDEPENDENT ENGINEER'S REVIEW OF CAPITAL IMPROVEMENT PROGRAM Mr. Hamers presented a letter from Mr. Bruce Mattern, PE, TE, Senior Project Manager, Municipal Services, Norris - Repke, Inc. dated August 24, 2001. Mr. Mattern provided comments and Mr. Hamers reviewed the comments with the Board. Project #159: Mr. Mattern suggested a very brief summary in the CIP report of the value of this'type of work. A brief indication of percentage of pipeline unchanged versus continued deterioration versus actual repairs would provide support for funding continuation. Mr. Hamers agreed with the suggestion for Project #159 and will include it in next year's report. Projects #149 and #156: The reviewer suggested the interest accrued to the funds be shown as part of the fund. Mr. Mattern also recommends that interest accrued to the long -term replacement fund for sewer replacement and major emergency earthquake reconstruction funds be accrued to those funds and shown at least once a year. • e►M�r��� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 '+'�rou�•� PAGE 12 • Mr. Puckett stated he preferred the budget allocation process where you identify the amount of money that you want to set aside into a reserve, appropriate it through the budget process. Interest earned on monies invested is allocated back into the General Fund. Discussion ensued. Directors Perry and Ferryman stated they preferred allocating money to the funds through the budget process. Secretary Perry left the meeting at 1:32 p.m. Director Worthington stated he wanted to do what was best for the District. Mr. Hamers stated either method was sufficient. No action was taken by the Board so the Treasurer will continue to allocate money to the funds through the budget process. TREASURER'S REPORTS • INVESTMENT OVERSIGHT COMMITTEE MEETING — OCTOBER 15, 2001 The Investment Oversight Committee Meeting was postponed to November 8, 2001 at 5:30 p.m. INDEPENDENT REPORT OF CERTIFIED PUBLIC ACCOUNTANTS ON AGREED -UPON PROCEDURES APPLIED TO INVESTMENT PORTFOLIO — DECEMBER 31, 2000 Mr. Puckett presented the Independent Report of Certified Public Accountants on Agreed -Upon Procedures Applied to Investment Portfolio. Mr. Puckett advised the Board the purpose of the report is to apply certain procedures based on the engagement letter to determine whether or not the Investment Portfolio complies with the Investment Policy and limitations and policy statements within that document. Mr. Puckett reported 16 procedures were performed on the Investment Portfolio and the Investment Portfolio was in compliance with the procedures in all respects. Mr. Puckett reported a recommendation was made: to disclose that the value shown in the Treasurer's report for LAIF represents the District's contractual right to the LAIF account rather than the value of the underlying assets. Mr. Puckett will adjust the Treasurer's report to reflect the change. +�s�s►M�r��� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 -� PAGE 13 ATTORNEY'S REPORTS RESOLUTION NO. 2001- 654 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 38 AMENDING THE DISTRICT'S OPERATIONS CODE AND ESTABLISHING PROCEDURES FOR PUBLIC MEETINGS HAS OCCURRED Mr. Burns presented Resolution No. 2001 -654, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 38 AMENDING THE DISTRICT'S OPERATIONS CODE AND ESTABLISHING PROCEDURES FOR PUBLIC MEETINGS HAS OCCURRED. Mr. Burns reported this is a resolution prepared by the District Clerk to provide documentation that procedures of publishing the Ordinance were adhered to. Director Worthington motioned to adopt Resolution No. 2001 -654. Vice President Woodside seconded. Motion carried unanimously. INTERIM AGREEMENT FOR ANNEXATION HOME RANCH ® Mr. Burns reported they are still negotiating the agreement and expects to be able to provide the agreement at the November Board meeting. LOCAL MEETINGS President Schafer thanked Mr. Hamers and Ms. Revak for developing a CMSD Monthly Board Report Checklist of Pertinent Items for her. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) President Schafer reported ISDOC would be providing members with a free membership for next year. QUARTERLY MEETING OF OCTOBER 25, 2001 President Schafer recommended attending the October 25th ISDOC meeting where the CMSD video will be shown and Mr. Hamers would be speaking about the Costa Mesa Sanitary District. John Schatz, General Manager of Santa Margarita Water District, will also be speaking. • Ms. Revak reported she sent in the reservations to attend the ISDOC quarterly meeting of October 25, 2001 on October 12. +�SASANITj�. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 'roe ►��� PAGE 14 is LOCAL AGENCY FORMATION COMMISSION (LAFCO) President Schafer attended the October 10th LAFCO meeting and reported the following: 9 The Commission is working on unincorporated areas. • Costa Mesa will be submitting their application for annexation of Bay Knolls and Santa Ana Heights. • The Commission received a status report on the receipt of payments from cities and special districts in Orange County. • There will be a CALAFCO conference in Yosemite to be held October 31 to November 2. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - SEPTEMBER 26, 2001 0 Director Ferryman attended the September 26, 2001 OCSD meeting and reported the following: e, OCSD is investigating microfiltration Initial tests show that the plume does not come into shore • Approximately 95 percent of sludge is being sent to Kings County and a backup facility in Arizona is being considered. MONTHLY BOARD LETTER UPDATE The Monthly Board Letter was provided in the Board packets. SANTA ANA RIVER FLOOD PROTECTION AGENCY Director Ferryman reported the Santa Ana River Flood Protection Agency approved travel to Washington DC, if needed, for the Executive Director and /or a Representative to discuss unresolved issues with the Corps headquarters staff because of potential difficulties in funding. a �a �MuT►°� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 PAGE 15 WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the October 5th WACO meeting where she provided the LAFCO report. The program speakers were Bill Mills, P.E. General Manager, OCWD and Mike Morels, Manager of Eagle Rock Operations Center. They discussed the increase of security guards in 12 hour shifts and access limited to one gate, showing I.D. ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer attended the September 25th OCCOG meeting and reported the Council is focusing on a regional aspect. CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer did not attend the Chamber of .Commerce Legislation ® Committee meeting because she was at the CSDA meeting in Sacramento. CSDA President Schafer attended the September conference in Sacramento and provided the newsletter for the Board's perusal. • A new representative was elected for Region 5. • President Schafer reported attendance was down from what was expected. • President Schafer was moderator for Bob Rauch's speech — "Take Control of Our District's Future" • President Schafer was elected as an alternate on the Executive Board. RECOGNITION OF PRESIDENT SCHAFER AS "ROOKIE OF THE YEAR" President Schafer was awarded the "Rookie of the Year" award at the is CSDA conference and presented with an engraved clock. +�S *SKI l� COSTA MESA SANITARY DISTRICT . MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2001 '"�;ro�A�•� PAGE 16 • SDRMA VACANCY ON BOARD OF DIRECTORS President Schafer reported there is a vacancy on the SDRMA Board of Directors and inquired whether any of the CMSD Board members had an interest in the seat. Director Worthington expressed an interest in the appointment. Director Ferryman motioned to nominate Director Worthington to run for the SDRMA Board of Directors position. Vice President Woodside seconded. Motion carried unanimously. ANNUAL CONFERENCE AND SAFETY /CLAIMS EDUCATION DAY Director Worthington and Mr. Fauth will be attending the Annual Conference and Safety /Claims Education Day. OLD BUSINESS 0 There was no old business. NEW BUSINESS There was no new business. ORAL COMMUNICATIONS There were no oral communications. ADJOURNMENT At 2:10 p.m., President Schafer adjourned the meeting. SECRETARY PRESIDENT • N 0 costa Mesa Police Department k � —I k -- TO: Capt. Warnack FROM: Holly Carver RE: Scavenging, October 2001 DATE: Thursday, November 1, 2001 Here are the scavenging statistics for October 2001. Calls for Service Cite /arrest Area 1 2 1 Area 11 1 0 Area 111 3 1 Area IV 0 0 TOTAL 6 2 DETAILS: Calls for Service Area 1- 333 W. Bay St. 10 -05 -01 1236 hours — Call of tall male Black in his 30's going through the trash. UTL. (Police Complaint •#P01088261) 523 Bernard St. 10 -27 -01 1547 hours — Call of Male Hispanic at the trash bin in front, singing and going through the trash. UTL. (Police Complaint #P01095108) Area 11- 3469 Plumeria PI. 10 -11 -01 1756 hours — Call of male Asian in blue truck w /old wood on back picking up newspapers. (License plate- 2519661). UTL. (Police Complaint #P01090166) Area 111- 2700 Peterson PI. 10 -01 -01 1852 hours — Call of male White in dumpsters near buildings 48 & 50. UTL. (Police Complaint #P01087090) 2217 Harbor Bd. 10 -06 -01 0714 hours — Call of a male White subject in his 30's with a shaved head going through the dumpsters. PC of surrounding businesses. GOA (Police Complaint #P01088540) 380 W. Wilson St. 10 -07 -01 1236 hours — Call of a male Hispanic subject going through the trash and throwing it everywhere. He is in a cream colored Toyota parked in the driveway. GOA (Police Complaint #P01088960) ® The information contained herein is provided for Police use only Unless specifically noted, there are no wants or warrants Probable cause to detain must be established Page 1 of 2 T� 0 L' Cites /Arrests Area 11- 240 16" PI. 10 -16 -01 0245 hours — Call of female white "dumpster diving ". Female cited. Says she recovers peoples discarded items to sell at a swap meet (Vehicle License- 2MFY702) Cite #CM X 002147. NAT. (POLICE COMPLAINT #P01091511 DR #DR01036225) Area II- NONE Area 111- 574 Joann St. 10 -18 -01 1140 hours — Officer "on- view" male scavenging through the trash and removing recyclable cans and plastic bottles. Cite #CM X11526. NAT. (POLICE COMPLAINT #P01092202 DR #DR 01- 36497) cc Joan Revak The information contained herein is provided for Police use only Unless specifically noted, there are no wants or warrants Probable cause to detain must be established Page 2 of 2 C C TO: Costa Mesa Sanitary District Board of Directors, Rob Hamers, Manager /District Engineer FROM: Ron Shef, Ordinance Enforcement Officer DATE: October 21, 2001 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers a four (4) week period beginning September 24, 2001 and ending October 21, 2001. More than thirty -five (35) courtesy flyers were left with District residents or at their homes. During the first week of this period, Director Worthington and Assistant Manager Tom Fauth accompanied the ordinance enforcement officer on a ride -a -long. The purpose was to get an overview of the current standardized container program and the progress therein to date. Areas driven through in the District included addresses that have had the new containers for several weeks and those getting the containers delivered that same day plus the methods associated with the delivery. Director Worthington documented the events with several photos being taken. The second week of the period experienced the Orange-County trash collection strike. Although Costa Mesa Disposal had settled with their employees, a disruption in scheduling and collection did occur in the early part of the week. Consequently, it was decided to overlook, temporarily, any visibility and collection violations. Along with this short lived strike week, the enforcement officer had the new college intern from Staff ride -a -long during normal monitor- ing and patrol. He was made aware of the various procedures followed when checking complaints from residents associated with ordinance enforcement throughout the District. The distribution of the standardized containers continued through- out the District although it should be noted that residents'tend to take their time in placing them in an "out of view area" after receiving them. cD N In Ordinance Enforcement Report 9/24/2001 - 10/21/2001 DATE STREETINDEXI ADDRESS I STREET NAME DESCRIPTION OF VIOLATION ACTION 10/13/01 1600 934 W. 19th St. Complaint follow up - in view Pink flyer 10/18/01 1610 266 -276 E. 20th St. At curb Pink flyer 10/16/01 1770 2217 American Ave. In view Pink flyer 10/11/01 1870 943/945 Arbor St. Complaint follow up - debris at curb Regs to babysitter 10/16/01 2600 961 Capital St. In view Pink flyer 9/26/01 3470 2463 Elden Ave. At curb Pink flyer 10/16/01 4320 571 Joann St. At curb Pink flyer 10/16/01 4320 700 Joann St. At curb Pink flyer 10/16/01 4320 755 Joann St. Construction materials at curb Regs 10/16/01 4320 842 Joann St. In view Pink flyer 10/16/01 4320 854 Joann St. At curb Pink flyer 10/16/01 4320 910 Joann St. In view Pink flyer 10/13/01 5230 1913 Monrovia Ave. At curb on Arbor Pink & Regs 10/18/01 5250 155 Monte Vista Ave. At curb Pink flyer 10/18/01 5250 178 Monte Vista Ave. Couch at curb Pink & Regs 10/18/01 5250 187 Monte Vista Ave. At curb Pink flyer 10/18/01 5590 2121 Orange Ave. In view Pink flyer 10/16/01 5725 2276 Pamela Ln. At curb Pink flyer 10/11/01 6080 201 Princeton Dr. In view Pink flyer 10/11/01 6080 245 Princeton Dr. At curb Pink flyer 10/11/01 6080 362 Princeton Dr. At curb & in view Pink flyer 10/16/01 6240 2283 Republic Ave. Car seats at curb Blue flyer 10/16/01 6240 2289 Republic Ave. In view Pink flyer 10/18/01 6600 134 Santa Isabel Ave. At curb Pink flyer 10/16/01 6870 2181 State Ave. In view Regs 10/16/01 6870 2220 State Ave. At curb Pink flyer 10/16/01 6870 2221 State Ave. In view Pink flyer 10/16/01 6870 2227 State Ave. At curb & in view Pink flyer 10/16/01 6870 2239 State Ave. At curb & in view Pink flyer 10/16/01 6870 2244 State Ave. In view Pink flyer 10/16/01 6870 2245 State Ave. In view Pink flyer 10/11/01 7640 1 1943F--, Whittier Ave. At curb Pink flyer Octo1*001 10/001 P-0 of 1 • • COSTA MESA SANITARY DISTRICT ACTION ITEMS FROM STRATEGIC PLANNING SESSIONS ISSUE 1) Finances 1.1 1.2 February 1 -3, 2001 Trash Collection Program Issue: Is interest income from reserve needed to fund cost of service to prevent a rate increase? What effect will trash container purchase have? Why did trash lose money last year? Action: Direct Treasurer to estimate costs and expenses and identify if trash pays own way. Who: Treasurer When: By�March 8, 2001, Board. of Directors Meeting. Property Taxes Issue: Why isn't District receiving more property tax? . Action: Treasurer to report and provide explanation. Who: Treasurer/ Manager (Staff to call Bob Oman). When: By April 12, 2001, Board of Directors Meeting. CMSD Action Items Strategic Planning Sessions 1.3 Understanding Reserves Issue: Understanding reserves. (0 Ovve) Action: Page 2 Treasurer to explain basis for size of reserves, explain reserves more completely, and determine an appropriate level (GASB -34, politics, etc.). Who: Treasurer/ Manager. When: Trash by March, Sewer by May /June. 1.4 Electrical Costs Issue: Possible increase in electrical costs. Action: Identify current electrical costs and estimate potential increase. Perform public outreach if needed. Who: Treasurer /Manager. When: May /June. ISSUE 2) Capital Improvements 2.1 Understanding Sewer Capital Improvement Projects Issue: Complete sewer master plan update. Action: a) Complete master plan update by end of calendar year 2001. Who: Manager/ District Engineer. When: By end of 2001. • • CMSD Action Items Strategic Planning Sessions Action Who: When: Page 3 b) Review and evaluate format of current project financial reports and project status reports. Board of Directors. May 2001. Action: c) Consider monthly study session and business meeting (regular meeting) Who: Board of Directors. When: March 2001. 2.2 Office Facility ® Issue: Cramped quarters, no room for growth. Inefficient working space for management staff, additional resources needed. Action: Consider Corporation Yard and other alternatives (space at end of hall; lease, buy). Who: Form Sub - Committee. When: Approve at February 8, 2001, Board of Directors Meeting. 2.3 Discharge (Sewer Spills) Issue: CMOM requires rigorous inspection, planning and maintenance, satisfying all components now but need A0 continued effort. Action: No initiative needed. Continue; potential for additional televising, GIS. n U CMSD Action Items Strategic Planning Sessions Page 4 2.4 Fully Automated Trash Collection Issue: Philosophical; can't collect loose trash. Can phase in from semi- automated; need to negotiate with hauler. Action: Decide to buy /lease cans. Continue study of fully automated program. (See 1.1 and 1.3 on trash costs) Who: Treasurer /Board of Directors When: Study Session — February 15, 2001. 2.5 Mitigate Anticipated Future Cost Increases Tot"'�l O�W Issue: Reminder to seek to cut costs first rather than raise rates. Inform ublic of "big picture". p gp 2.6 Costs of CIP Issue: If current level of sewer activity maintained, current rates are sufficient. Trash rates need review. (See 2.4, 1.1, 1.3) Action: Consider series of modest sewer rate increases rather than future jump. Prepare financial master plan for trash (see 2.4, 1.1, 1.3) now. Sewer financial master plan will be contained in Sewer Master Plan Update. Who: Treasurer. When: May /June 2001, in time for next budget. U • CMSD Action Items Page 5 Strategic Planning Sessions ® 3) Board and Policies 3.1 Board Meetings Issue: Busy, long agendas, sometimes too brief on weighty issues. Action: Consider: a) Incorporating schedule of study sessions for weighty issues requiring discussion. b) Focus Board meeting as business meeting to accomplish ministerial duties. c) Layout annual schedule. d) Effort by everyone to streamline individual reports. When: Immediately and ongoing. 3.2 Variable Rates Issue: Sewers: Existing program has variable rates but flow Focus Board meeting as business meeting to accomplish meters costly and three water districts to deal with if try to tie to water usage. Trash: Want to implement standardized containers first to establish service levels. Action: Establish goal of adopting more proportionality in the sewer charges and continue studying variable trash rates. 3.3 Commercial 'Trash Issue: Numerous commercial haulers under City program; possibly high collection costs, extra traffic due to multiple haulers, more pollution, more wear and tear on streets, missing large franchise fee, etc. Action: Create Fact Sheet 11 CMSD Action Items Strategic Planning Sessions Page 6 Who: Staff to learn more about operations of haulers; how and where they recycle, etc. Board to take advantage of opportunity to explain franchise program to City Council. When: Ongoing action. 3.4 Strategic Plan and Mission Statement Issue: Desire for more thorough planning including mission, vision, values, etc. Action: Report progress regularly of actions outlined in this document. When: Begin Strategic Plan in one year. 4) Public Information 4.1 Increase Public Outreach #z� 4.2 Inform customers about District, including potential cost pressures to District rates and increases in related services (OCSD). Issue: Is staffing level sufficient to continue creating newsletters, writing press releases, articles, etc.? Action: Consider outsourcing. Who: Staff will prepare a memo w /options and issues. When: April 2001. 5) Staff /Resources 5.1 Is staffing level sufficient? Issue: Review job descriptions, workload, potential new positions. Action: Study Session with respect to space (see 2.2) CMSD Action Items Strategic Planning Sessions n LJ ' ',t'k /?/Q,11 U • Page 7 Consider level of staff necessary to accomplish goals and recommendations. Who: Staff to prepare for Study Session. When: April 2001 meeting — Discuss issues and set Study Session.