Loading...
Minutes - Board - 2005-06-09 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9, 2005 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on June 9, 2005, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. President Ferryman called the meeting to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Director Worthington led the Pledge of Allegiance INVOCATION Director Woodside gave the invocation. ROLL CALL DIRECTORS PRESENT: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington DIRECTORS ABSENT: None STAFF PRESENT: Robin B. Hamers, Manager/District Engineer; Alan Burns, Legal Counsel; Joan Revak, Board Secretary/Program Manager/Clerk of the District; Wendy Davis, Treasurer; Denise Gilbert, Permit Processing Specialist; Debbie Bjornson, Permit Processing Specialist; Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: None CONSENT CALENDAR Director Schafer motioned to approve the Consent Calendar as presented. Director Perry seconded. Motion carried 5-0. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 2 REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting, of May 6, 2005, were approved as distributed. May 6, 2005 Minutes of Regular The Minutes of the Regular Meeting of May 12, Meeting, 2005, were approved as distributed. May 12, 2005 Minutes of Special The Minutes of the Special Meeting of May 24, Meeting, 2005, were approved as distributed. May 24, 2005 Minutes of Special The Minutes of the Special Meeting of June 1, Meeting, 2005, were approved as distributed. June 1, 2005 MANAGER'S REPORTS Refunds There were no refunds requested for the month of May 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $188,911.54 increase of 4 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of June 1, 2005. June 2005 Therefore, the total for June is 21,253. Board directed Staff to prepare a warrant for $188,911.54 to Costa Mesa Disposal on July 1, 2005, for payment for June trash collection based on the June count of 21,253. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for May 2005 was Control Board (RWQCB) accepted as submitted. ENGINEER'S REPORTS Project Status Report The Project Status Report dated June 2005 was accepted as submitted. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING vod JUNE 9,2005 PAGE 3 TREASURER'S REPORTS Financial Report as of The Financial Report as of April 30, 2005 was April 30, 2005 accepted as submitted. Treasurer's Reports as of The Treasurer's Reports as of May 31, 2005 was May 31, 2005 received and filed. Warrant 2005-12 for June Warrant Resolution #CMSD 2005-12 was 2005 in the amount of approved, authorizing the President and Secretary $532,791.05 to sign the warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $532,791.05. Directors Expenses for the Director Compensation and Expense Month of May 2005 Reimbursement for the Month of April 2005 were approved and ratified as follows: Director Ferryman: $340.00 Director Perry: $1020.00 Director Schafer: $1,226.65 Director Woodside: $510.00 Director Worthington: $1,050.67 END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS There was no public in attendance, no public comments made. MANAGER'S REPORTS STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Hamers reported Staff is addressing the list of concerns provided by Director Worthington. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING vEd JUNE 9,2005 PAGE 4 • There has been communication with Costa Mesa Disposal regarding truck identification numbers. • The nonstandard colored containers are being removed and replaced. • Graffiti abatement was requested of the Costa Mesa Disposal supervisor. Director Worthington provided a report on the condition of the tags currently used on containers in multi-family areas. The current tags are breaking off the containers and delaminating. Director Worthington recommended providing pouches of at least 10 millimeter thickness to alleviate the problem. Mr. Shef provided a monthly report for the time period of May 2005. Due to the Memorial Day Holiday, collection was one day late for the entire week. Courtesy notices were suspended during that week. CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported an updated Strategic Plan Action Items list was included in the Board packet. Ms. Bjornson reported she has been working with the Springbrook software and feels confident the District is on target to report the information for the tax bills. A sample of the notification postcard was distributed to the Board and is ready for distribution to residents. Director Worthington suggested bolding the last sentence of the postcard "The sewer program must conform to the Regional Water Quality Control Board Order that includes a comprehensive grease control program. The additional charges for the grease control program are identified below." to make it stand out and include asterisks by the $2.31 figure to identify the charges. Director Perry motioned to receive and file the Strategic Planning Action items. Director Schafer seconded. Motion carried 5-0. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 5 NEW DISTRICT HEADQUARTERS BUILDING AND GROUNDS AD Hoc COMMITTEE MEETINGS OF MAY 20,2005 Mr. Hamers reported a meeting was held on May 20, 2005. The Building and Grounds Ad Hoc Committee is fine tuning the specifications for the flagpole and front and rear doors. Mr. Hamers reported holding a meeting with Donna Theriault, Bill Morris, and Ernesto Munoz to discuss vacation of right-of-way on 19th Street and installation of a flagpole. RETAIN LANDSCAPE ARCHITECT Mr. Hamers reported the Building and Grounds Ad Hoc Committee recommended hiring a landscape architect. A Professional Services Agreement for Landscape Architectural Services with Mr. Peter Weisbrod, ASLA, Landscape Architect was presented to the Board. Director Perry motioned to approve the Professional Services Agreement with Mr. Peter Weisbrod, ASLA, not to exceed $6,000, subject to Mr. Burn's review of the agreement. Director Woodside seconded. Motion carried 5-0. RECYCLING REPORTS WASTE DIVERSION REPORT-MAY 2005 Ms. Revak presented the Waste Diversion Reports for May 2005 showing a 50.91% diversion rate. Director Schafer motioned to receive and file the Waste Diversion Report. Director Perry seconded. Motion carried 5-0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR APRIL 2005 SERVICES Director Perry motioned to ratify contract payment in the amount of $179,752.16 to CR Transfer for recycling services and disposal for the month of April 2005. Director Worthington seconded. Motion carried 5-0. COSTA MESA SANITARY DISTRICT v4dMINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 6 PAYMENT FOR MAY 2005 SERVICES Ms. Revak reported the contract payment for May is still being reconciled. COSTA MESA PUBLIC SAFETY EMERGENCY SERVICES EXPO SUNDAY, MAY 15, 2005, 11:00 A.M.-3:00 P.M. Ms. Gilbert reported the Expo was held on Sunday, May 15, 2005, 11:00 a.m. — 3:00 p.m. The District had a booth and provided promotionals and an active worm bin. Ms. Gilbert reported they were stationed outside the fence due to the large trucks. Director Schafer suggested obtaining a banner sign to be used at events with "Costa Mesa Sanitary District" on it. JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT(MCSD)AT CMSD HEADQUARTERS Mr. Hamers suggested providing two to three dates to present to Midway City ® as possible joint meeting dates. The Board determined the following dates would be available: September 14, 2005 at 6:00 p.m. October 6, 2005 at 6:00 p.m. October 7, 2005 at Noon Ms. Revak will contact Midway City Sanitary District and propose the suggested meeting dates. RECYCLING COMMITTEE-FRIDAY,JUNE 3, 2005- 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND SCHAFER RECYCLING COMMITTEE GOALS FOR 2005/2006 HIGH SCHOOL TOUR OF CR TRANSFER AND OC LANDFILL TUESDAY, MAY 24, 2005 Director Woodside reported tour for Estancia High School students was held on May 24, 2005. Director Perry suggested providing masks for participants of future events to mitigate the odors of the landfill. Director Woodside reported receivin g a request from a church to attend a q landfill tour. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING v4d JUNE 9,2005 PAGE 7 Ms. Davis suggested setting a regular budget item for tours. Ms. Gilbert is assembling information on bus rentals for future tours. CLASSROOM RECYCLING PROJECTS Director Woodside reported a Boy Scout troop and the Boys and Girls Club expressed interest in participating in a recycling project. The participants will receive a brief education on the types of recyclables before beginning their project. LARGE ITEM COLLECTION 2005 Ms. Revak reported the Large Item Collection program will commence on June 12, 2005 and run until August 26, 2005. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS-(WDR) GENERAL UPDATE Mr. Burns provided an update memorandum of a federal lawsuit filed by Coast Keeper against the City of Garden Grove. Mr. Burns has been in contact with Attorneys Tom Woodruff and John Shaw who will make a presentation at the City Attorney's luncheon. Mr. Burns will speak with the attorney from CASA to exchange information. GREASE CONTROL PROGRAM DEVELOPMENT PROJECT No. 174 PROGRAM IMPLEMENTATION EEC Mr. Hamers provided an example of the notebook distributed to the approximately 400 food service establishments. Mr. Hamers reported EEC is doing excellent work for the District. USE OF OCHCA INSPECTORS Mr. Hamers reported the Orange County Health Care Agency is working ® on the agreement with OCSD for the use of OCHCA Inspectors. Mr. Hamers reported there will then be an agreement between OCSD and the District. Mr. Hamers provided a copy of that agreement to Mr. Burns for his review. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING vd JUNE 9,2005 PAGE 8 CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS Mr. Hamers reported the item has been approved in concept and charges will be made to food service establishments contributing grease to sewer lines. Mr. Hamers reported final charge amounts will be determined at the August meeting. PROPOSED DEVELOPMENT AT 1901 NEWPORT BOULEVARD, EXCESS SEWER FLOWS Mr. Hamers had no update to report to the Board. OCSD COOPERATIVE PROJECTS GRANT-TELEVISING OF CMSD SEWER LINES Mr. Hamers reported the District is piggy-backing on the Fullerton RFP and award and he has assembled the documents to begin the televising. Mr. Hamers inquired as to the Board's desire regarding a comprehensive presentation for the televising of the sewer lines versus a Staff report and agreement. The Board determined a Staff report and agreement would satisfy their needs. REPORT ON EMERGENCY AND NON-BID SEWER WORK Mr. Hamers provided a brief report to the Board. Mr. Hamers recommended receiving and filing the report. Director Schafer motioned to receive and file the report. Director Woodside seconded. Motion carried 5-0. SEWER IMPROVEMENTS FOR TRACT 16416, SUSAN STREET STANDARD PACIFIC DEVELOPMENT Mr. Hamers reported the sewer lines in Tract No. 16416 Susan Street are being dedicated to the District. Mr. Hamers recommended acceptance of the sewer improvements, filing a Notice of Completion with the Orange County Recorder, and exoneration of bonds. Director Woodside motioned to accept the sewer improvements as constructed; filing a Notice of Completion with the Orange County Recorder; exonerate the Labor and Material Bond 35 days after the date of recording of the Notice of Completion; and exonerate the Faithful Performance Bond one year after the date of recording of the Notice of Completion. Director Perry seconded. Motion carried 5-0. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 9 TREASURER'S REPORTS 2005-2006 BUDGET CALENDAR Ms. Davis reported the following dates regarding the 2005-2006 Budget Calendar: Budget Adoption at regular meeting June 9, 2005 Notice of Public Hearing (Postcard Mailout Deadline) June 24, 2005 Public Hearing to Adopt Sewer and Trash Charges August 11, 2005 Transmit Charges to County August 17, 2005 Ms. Davis provided a brief update of the proposed 2005-2006 Budget. Director Perry motioned to approve an amount not to exceed $5,000 for tours during the 2005-2006 fiscal year. Director Woodside seconded. Motion carried 5-0. CREATION OF TRASH COLLECTION RATE STABILIZATION FUND, SPECIAL MEETING HELD MAY 24,2005 Ms. Davis reported the meeting was held on May 24, 2005 and no action was taken. INVESTMENT OVERSIGHT COMMITTEE MEETING - JUNE 9, 2005 (DIRECTORS WOODSIDE AND PERRY) Ms. Davis reported the Investment Oversight Committee meeting was held June 9, 2005. Minutes will be presented at the July regular meeting. RESOLUTION No. 2005-709 — ADOPTING A BUDGET FOR THE FISCAL YEAR 2005- 2006 Director Perry motioned to approve RESOLUTION NO. 2005-709, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING A BUDGET FOR THE FISCAL YEAR 2005-06. Director Schafer seconded. Motion carried 5-0. APPROPRIATION CARRYOVER-CIP APPROPRIATION FOR FY 2005-2006 Director Schafer motioned unspent 2003-04 Capital Improvement Projects' ® appropriations be carried over or re-appropriated in the 2004-05 fiscal year. Director Worthington seconded. Motion carried 5-0. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING vd JUNE 9,2005 PAGE 10 ATTORNEY'S REPORTS CITY/DISTRICT OPERATING AGREEMENT Mr. Burns reported consulting with the Costa Mesa City attorney but reported no agreement was reached. Discussion was held. Board directed Mr. Hamers to meet with the City Manager seeking resolution and report back at the July regular meeting. Ms. Davis left the meeting at 7:35 p.m. COSTA MESA DISPOSAL AND CR TRANSFER CONSOLIDATED AGREEMENT Mr. Burns reported the CR Transfer Consolidated Agreement has been prepared and will be reviewed by staff before sending to CR & R. ® SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY (SDRMA) RENEWAL INVOICE FOR 2005-2006 PROGRAM YEAR Mr. Burns presented the SDRMA renewal invoice. Discussion was held regarding coverage limits. Director Schafer motioned to approve coverage with a five million dollar limit for a fee of $54,511.22. Director Worthington seconded. Motion carried 5-0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT(OCSD) REGULAR MEETING-MAY 25, 2005 (DIRECTOR FERRYMAN) Director Ferryman attended the OCSD meeting and reported the following: • Rates set with 31% increase • Discussion held regarding Coast Keepers • Ellis pump station sited C COSTA MESA SANITARY DISTRICT 944 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 11 SANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING-MAY 26, 3005 (DIRECTOR PERRY) Director Perry attended the meeting and reported they were allocated $61,650,000 with $50 million going to the Prado Dam project. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC) Director Schafer attended the meeting on June 7, 2005 and reported they discussed the following: • LAFCO funding formula QUARTERLY MEETING - THURSDAY, JUNE 30, 2005, 11:30 A.M. AT ORANGE COUNTY SANITATION DISTRICT BOARD ROOM President Schafer reported there will be a Quarterly meeting on June 30, ID 2005. Directors Ferryman, Schafer, Worthington, and Perry will be attending the meeting. LOCAL AGENCY FORMATION COMMISSION (LAFCO) Director Schafer attended the June 8, 2005, LAFCO meeting and reported the following: • Strategic Plan update • Review of Rancho Santa Margarita incorporation • South County/Rancho Mission Viejo MSR update • Tonner Hills update CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer attended the May 16-17, 2005, CSDA meeting and reported they discussed the following: • Opportunity to go to Capitol and meet with legislators • Legislation day • Evaluation of CEO C COSTA MESA SANITARY DISTRICT AS MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 12 MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE WACO Director Schafer attended the WACO meeting on June 3, 2005 and reported the following: • Speaker Charley Wilson, Vice Chair of Southern California Water Committee • Update on energy industry preparing to meet summer demands • Speaker Steve Arakawa, Group Manager, Water Resource management, Metropolitan Water District of Southern California Chamber of Commerce Director Schafer attended the Chamber of Commerce meeting of June 7, 2005 and reported they discussed current bills. Director Schafer provided materials for the Board's perusal. OLD BUSINESS There was no old business discussed. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Ferryman thanked everyone who attended and worked at the fish fry. Mr. Hamers thanked the Board for their work and wisdom. Director Worthington announced the Civic Center Park will be the location of the new Costa Mesa Library. Director Worthington observed how plastic trash bags were handled during trash pickup. Director Worthington observed the driver get out of the truck and place the plastic bag on top of the trash can, which was then lifted and dumped. Director Worthington suggested considering residents place any extra trash into plastic bags and place them on top of the container instead of setting them to the side of the container on the ground. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JUNE 9,2005 PAGE 13 Director Worthington requested a meeting be set to discuss reducing the cost of trash collection. Mr. Hamers suggested writing a letter to the Garden Grove Sanitary District to thank them and let them know the District has developed a grease container lid program based on their idea. ADJOURNMENT At 8:03 p.m., President Ferryman adjourned the meeting. b e a, _ )/, , SECRETARY , PRESIDE C