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Minutes - Board - 2005-04-14 • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14, 2005 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on April 14, 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 Schafer 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; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager/Clerk of the District; Wendy Davis, Treasurer; Sherry Kallab, Accountant; Denise Gilbert, Permit Processing Specialist; Debbie Bjornson, Permit Processing Specialist; Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: Gina Kevilian, 2414 Niagara Way, Costa Mesa C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING �� APRIL 14,2005 0 PAGE 2 CONSENT CALENDAR Director Schafer motioned to approve the Consent Calendar as presented. Director Perry seconded. Motion carried 5-0. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting, of March 8, 2005, were approved as distributed. March 8, 2005 Minutes of Regular The Minutes of the Regular Meeting of March 9, Meeting, 2005, were approved as distributed. March 9, 2005 MANAGER'S REPORTS IIDRefunds There were no refunds requested for the month of March 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $188,867.09 increase of 4 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of April 1, 2005. April 2005 Therefore, the total for April is 21,248. Board directed Staff to prepare a warrant for $188,867.09 to Costa Mesa Disposal on May 1, 2005, for payment for April trash collection based on the April count of 21,248. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for March 2005 Control Board (RWQCB) was accepted as submitted. ENGINEER'S REPORTS Project Status Report The Project Status Report dated April 2005 was accepted as submitted. 0 y„r..✓.sort s.c..,.,g r.+iz+:r.>n wr,. �» :,Wei .+.xx- ,m.:;, yuerr srrs..k e3a°as a 6bi.s%=3a*3 ri'g--2a.arnr ,,vr +i$ ».. ;#,s'i a1A.*$ **4S.• `3Y' =sF:.e?a%a. u.K'.,, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14,2005 0 PAGE 3 TREASURER'S REPORTS Financial Report as of The Financial Report as of February 28, 2005 was February 28, 2005 accepted as submitted. Treasurer's Reports as of The Treasurer's Reports as of March 31, 2005 was March 31, 2005 received and filed. Warrant Resolution 2005- Warrant Resolution #CMSD 2005-10 was 10 for March 2005 in the approved, authorizing the President and Secretary amount of $454,983.47 to sign the warrant and instructing the Treasurer to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $454,983.47. Directors Expenses for the Director Compensation and Expense Month of March 2005 Reimbursement for the Month of March 2005 were IDapproved and ratified as follows: Director Ferryman: $850.00 Director Perry: $340.00 Director Schafer: $1020.00 + 12.15 Director Woodside: $510.00 Director Worthington: $1020.00 END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS Ms. Revak reported receiving a communication from James Towns, ARM, Chief Executive Officer, Special District Risk Management Authority Board of Directors dated April 8, 2005, requesting nominations for the Board of Directors. Discussion was held. The Board declined providing a nomination. Ms. Revak reported receiving a written communication from the C Telecommunications Center inviting recipients to an April 13, 2005 open house to celebrate National Telecommunications Week. Director Worthington and Mr. Fauth attended the open house. COSTA MESA SANITARY DISTRICT id MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14,2005 0 PAGE 4 Ms. Revak reported receiving a written communication from OCWD Children's Water Education Festival. Directors Schafer and Woodside and Mr. Fauth attended the event and provided a brief synopsis for the Board. Director Schafer provided a sample of a grease container lid distributed at the event. Discussion was held regarding the CMSD participating in a future OCWD Children's Water Education Festival. PUBLIC COMMENTS There were no public comments. MANAGER'S REPORTS STANDARDIZED TRASH CONTAINER PROGRAM REPORTS 0 Mr. Shef presented the ordinance enforcement summary report covering the month of March 2005. Mr. Shef's summary report contained the following information: • 20 flyers given to residents and 8 containers oversprayed for graffiti • Mr. Shef reported the combination of wind and rain made for many overturned empty containers • Director Worthington participated in a drive along to the West and West/Central portion of the District. • Suggestion to provide container spray paint to Costa Mesa Disposal to cover graffiti noticed during collection. 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. C L'fi 'x°d:3s.afw- COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14,2005 0 PAGE 5 NEW DISTRICT HEADQUARTERS PURCHASE OF SOFTWARE FOR YEARLY TRASH AND SEWER CHARGES AND IMPLEMENTATION SCHEDULE Mr. Fauth reported the Springbrook software was successfully installed and data downloaded March 25, 2005. Mr. Fauth reported there are still screen modifications being made. Ms. Bjornson reported the software is working well and expects only minor adjustments will be necessary. Mr. Fauth reported the import/export will be on schedule. OPEN HOUSE-THURSDAY, MARCH 31,2005 President Ferryman commended Staff on the Open House preparation. Approximately 60 guests were in attendance to view the new District facilities. ® ESTABLISH BUILDING AND GROUNDS AD HOC COMMITTEE Mr. Hamers requested Director participation on a Building and Grounds Ad Hoc Committee to consist of two Directors and Staff, meeting on an as-needed basis for one to two years to discuss and recommend improvements for the building and grounds to the full Board. Directors Worthington and Perry were appointed to the Building and Grounds Ad Hoc Committee. RECYCLING REPORTS WASTE DIVERSION REPORT-MARCH 2005 Ms. Revak presented the Waste Diversion Reports for March 2005 showing a 49.26% diversion rate. The report was received and filed. 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING Yird APRIL 14,2005 PAGE 6 CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR MARCH 2005 SERVICES Director Schafer motioned to ratify contract payment in the amount of $201,189.21 to CR Transfer for recycling services and disposal for the month of April 2004. Director Perry seconded. Motion carried 4-0. RECYCLING COMMITTEE-MONDAY, APRIL 11,2005- 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND WORTHINGTON RECYCLING COMMITTEE GOALS FOR 2005/2006 Director Woodside provided an updated list of Recycling Committee Goals. Director Woodside reported the Girls and Boys Club expressed an interest in developing a recycling project. Director Woodside will contact the local Boy Scout and Girl Scout groups to determine the interest level in a recycling program project. HIGH SCHOOL TOUR OF CR TRANSFER AND OC LANDFILL Director Woodside reported the Committee discussed organizing and funding a bus field trip for high school students to CR&R. Director Perry reported Estancia high school would be interested and outlined the steps to be taken to develop the program for the high school students. Director Woodside motioned to appropriate $2,000, to be used for two bus field trip tours to CR&R for recycling education for high school students. Director Schafer seconded. Motion carried 5-0. CLASSROOM RECYCLING PROJECTS Mr. Fauth reported a presentation was made to two 6th grade classrooms where they discussed recycling and vermi-composting. Director Woodside reported the Committee discussed updating the District's 'Working for You" video. Director Worthington inquired whether making a DVD would be cost effective. fD Director Woodside left the meeting at 6:29 p.m. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING v APRIL 14,2005 PAGE 7 AGREEMENTS WITH TECHNOLOGY RESOURCE CENTER(TRC) PROFESSIONAL SERVICES AGREEMENT FOR TELEMETRY SYSTEM MAINTENANCE Mr. Fauth presented an 18-month agreement with Technology Resource Center for Costa Mesa Sanitary District Telemetry System Maintenance, not to exceed $8,250 per year or $12,375 for the 18-month period of performance. PROFESSIONAL SERVICES AGREEMENT FOR INFORMATION TECHNOLOGY SYSTEM MAINTENANCE Mr. Fauth presented a 16-month agreement for Information Technology System Maintenance with Technology Resource Center, not to exceed $21,280.00. • Director Schafer motioned to approve and execute both the professional services agreements for Telemetry System Maintenance and Information Technology System Maintenance. Director Perry seconded. Motion carried 4-0. The Board directed Staff to investigate the laws regarding videotaping with security cameras. ORDINANCE ENFORCEMENT OFFICER CALPERS CONTRIBUTION LEVEL Mr. Fauth provided background information regarding the CaIPERS contribution for the CMSD Ordinance Enforcement Officer, Based on CaIPERS requirements, the District will continue to pay the employee share to CaIPERS for the part-time position until the District hires another part-time at-will employee. Director Perry motioned to approve the memorandum as presented. Director Schafer seconded. Motion carried 4-0. C COSTA MESA SANITARY DISTRICT 44 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14,2005 0 , PAGE 8 SPRING 2005 NEWSLETTER Ms. Revak introduced the Spring 2005 newsletter for the Board's review. The newsletter will be distributed at the end of April. Ms. Revak reported the District spent $3,100 on postage and $1,100 on direct mailing for the Spring 2004 newsletter. Additional charges by the City of Costa Mesa for graphics and printing are not included in this amount. American Business Solutions formatted the Spring 2005 newsletter for the District. CITY/DISTRICTS LIAISON COMMITTEE MEETING-MARCH 25, 2005 Mr. Hamers reported the City is experiencing a significant workload in their new consulting legal department and is unable to comment on the pending City/District sewer maintenance agreement.. Mr. Hamers provided a brief report, stating they discussed permitting, sharing of minutes between agencies, drought tolerant landscaping for medians, and waterless urinals and public toilets. Ms. Revak reported Diana Leach, General Manager, Mesa Consolidated Water District, contacted the District with modifications to the City/Districts Liaison Committee meeting minutes as follows: Under item 1. Permitting — Coordinating Efforts Between Agencies, add "Mr. Roeder indicated Mesa would receive written comments on its proposed draft agreement by the end of March." Under item 3 Drought Tolerant Landscaping for Medians add "Mr. Roeder stated he will have the new Administrative Services Director contact Ms. Leach to arrange a presentation for the Parks and Recreation Commission." Director Schafer motioned to approve the minutes as amended. Director Perry seconded. Motion carried 4-0. C .n-e ,._..:.a ,...--M.:i.,s,t-m:,fawnu±+,�k..ker-a,�..,w,n.3-%f'S9aarv.;w+tu,.s.h.a39`s'rHmsi�•`,'#',`atiAF.�safi�§k:4'k�M:�9`$+'Aklwce'$rEbwtw'�'x;r4.ea;kn"5.#tbiusk�x€xTw - ..•.:ez ..�'kftS�s zz ✓ "fir#'° ,, Ytha =•:ma..+.n—... Siti! e>:.v-z�.5,� .., .. .. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V APRIL 14,2005 PAGE 9 ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS-(WDR) GENERAL UPDATE GREASE CONTROL PROGRAM DEVELOPMENT PROGRAM IMPLEMENTATION EEC Mr. Hamers reported grease control programs are being implemented. Mr. Hamers reported the steering committee is looking into other advancements for the program such as enzymes or bacteria. USE OF OCHCA INSPECTORS Mr. Hamers reported the Orange County Health Care Agency is working on the agreement with OCSD and the Steering Committee. CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS Mr. Hamers reported the item has been approved in concept by the Board. Mr. Fauth is working with Springbrook to insure the computer system will accept the changes. Mr. Hamers requested Mr. Fauth send an e-mail to OCSD with the latest copy of the FOG matrix. COOPERATIVE PROJECTS GRANT FROM OCSD FOR TELEVISING SEWER LINES Mr. Hamers reported he expects to present a recommendation to the Board to award the project at the May or June 2005 regular Board Meeting. REPORT ON EMERGENCY AND NON-BID SEWER WORK Mr. Hamers reported an emergency repair to the Tustin Pumping Station discharge line. C COSTA MESA SANITARY DISTRICT 4d MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14,2005 0 ,,,,, PAGE 10 TREASURER'S REPORTS 2004 ELECTION COSTS Ms. Davis reported the District's cost for the November 2004 election is $38,536.96. Ms. Davis contacted the County to ascertain the reason for the increase in cost. Ms. Davis was advised the amount is higher than previous elections due to higher labor costs at the County. President Ferryman suggested writing a letter to the County to register the Board's dissatisfaction in the lack of notice of pending cost increase to allow the District the opportunity to adjust its budget. Mr. Hamers suggested contacting other agencies to determine if they incurred a large increase in election costs and possibly quote these increases as well. Ms. Davis suggested posting an inquiry on a website frequented by financial ® officers before sending the letter. Ms. Davis requested a budget transfer to the Election Expense as follows: $2,500 from Trash Contingency (10-10000-4990) $3,019 from Trash Large Item Pick-up (10-100004-4310) $5,519 from Sewer Contingency (20-200000-4990) Director Perry motioned to approve the budget adjustment as presented. Director Schafer seconded. Motion carried 4-0. 2005/2006 BUDGET CALENDAR Ms. Davis reported Staff is on schedule with the 2005-06 budget calendar and is investigating the current trash collection rate. A budget meeting was scheduled for Tuesday, May 24 at 11:30 a.m. Ms. Davis requested the Board discuss an item that occurred after the agenda was prepared and that there was a need to take immediate action. Director Schafer motioned that the need arose to discuss an item that occurred after the agenda was prepared and there was a need to take immediate action. Director Perry seconded. Motion carried 4-0. COSTA MESA SANITARY DISTRICT 4 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING t APRIL 14,2005 PAGE 11 Ms. Davis reported the April 15, 2005 warrant run would total approximately $667,000 which would be in excess of her apparent limitation of $400,000. Ms. Davis requested the Board discuss the item and take immediate action. Ms. Davis explained the warrants were larger than normal due to a $250,000 check to the Orange County Sanitation District for back sewer connection fees. Ms Davis requested the Board approve the April 15, 2005 warrant list in the amount of $667,000. Director Perry motioned to approve the April 15, 2005 warrant list not to exceed $670,000. Director Worthington seconded. Motion carried 4-0. ATTORNEY'S REPORTS CITY/DISTRICT OPERATING AGREEMENT Mr. Burns had no additional information for the Board. ADMINISTRATIVE REGULATIONS Mr. Burns reported the draft form of the administrative regulations has been distributed for the Board's review. President Ferryman requested Board members provide any input on the administrative regulations to Staff. RECORDS DESTRUCTION POLICY Mr. Burns reported the Records Destruction Policy has been postponed due to the priority attention given to administrative regulations and the master agreement with Costa Mesa Disposal. AGREEMENT WITH OCSD FOR TRANSFER OF SEWERS- WATSON AVENUE Mr. Hamers reported the item is not yet ready for discussion. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14 2005 PAGE 12 RESOLUTION No. 2005-706 ORDERING THAT PUBLICATION OF ORDINANCE No. 52 HAS OCCURRED. RESOLUTION No. 2005-707 ORDERING THAT PUBLICATION OF ORDINANCE No. 53 HAS OCCURRED. RESOLUTION No. 2005-708 ORDERING THAT PUBLICATION OF ORDINANCE No. 54 HAS OCCURRED. Director Schafer motioned to approve Resolutions No. 2005-706, No. 2005- 707, and No. 2005-708. Director Perry seconded. Motion carried 4-0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT(OCSD) REGULAR MEETING-MARCH 23,2005 (DIRECTOR FERRYMAN) IDDirector Ferryman attended the OCSD meeting and reported the following: • CASA Conference attendance • Meeting with Frank Conners and discussion of funding on secondary treatment • President Ferryman Chairman of committee to review the OCSD legal counsel • SAWPA lawsuit dropped Mr. Burns provided an update on the Kern County biosolids case. SANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING-MARCH 24,2005 Director Ferryman attended the March 24, 2005 meeting and reported the following: • $50 million earmarked from budget • Prado Dam tours C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V417 APRIL 14,2005 PAGE 13 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC) QUARTERLY MEETING-THURSDAY, MARCH 31,2005, 12:00 P.M. President Schafer attended the March 1, 2005 meeting and discussed the following: • Special District Directories for 2005-2006 were distributed. Director Schafer will obtain additional copies for Board members. • Property tax bill • Salinas Bill (AB1234) LOCAL AGENCY FORMATION COMMISSION (LAFCO) Director Schafer attended the April 13, 2005, LAFCO meeting and reported the following: • MSR discussed for Los Alamitos/Seal Beach/ Rossmore/Sunset Beach • MSR discussed for OrangeNilla Park/ Orange Sphere of Influence focus area • Annexations CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer attended the CSDA meeting on March 10 and 11, 2005, and reported they discussed the following: • Bill watch, support • Finance committee meeting on March 24 in Oxnard to discuss goals and objectives for the year • Mandatory sexual harassment training MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE WACO Director Schafer attended and reported the following: • Director Schafer spoke on CSDA • Daniel Cozad, General Manager, SAWPA, guest speaker • • Update on groundwater replenishment system and optional guided tour by Mike Markus, General Manager, OCWD -..+ms z.:;:-s zn..wa.?ri.. .a .ms 'Wi.ik.:m*ti.YtK2diYtd "'`.t4 '4w:g' •` a.y"'rF2W'tc."`nW.:t''se+s's#✓s44c 7Nr;dcYY" xsi*"$ibv+Rw.cGP '"aik' Fi' 'w'.�i'" b.era r ,:k.s ;':< - _-.. • COSTA MESA SANITARY DISTRICT id MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 14 2005 0 PAGE 14 Chamber of Commerce Director Schafer attended the Chamber of Commerce meeting on April 5, 2005 and reported they discussed the following: • Shared California Woman of the Year Award • Report on telephone book recycling program • Salinas Bill AB 1234 OLD BUSINESS President Ferryman presented Director Schafer with a plaque in appreciation of her 10 years of service on the Board including 4 years as President of the Costa Mesa Sanitary District. NEW BUSINESS • SPECIAL DISTRICT & LOCAL GOVERNMENT INSTITUTE ADMINISTRATION SEMINAR JUNE 2-4, 2005 OLYMPIC VALLEY Ms. Revak presented the flyer on the Special District & Local Government Institute Administration Seminar to be held June 2-4, 2005 in Olympic Valley, California. Directors will review the flyer and make an attendance determination at the May regular meeting. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Worthington announced he has been named the official spokesperson for the Friends of the Library. Director Worthington reported a presentation was made to the City Council regarding a new location for the City library. ADJOURNMENT President Ferryman adjourned the meeting at 7:54 p.m. 0 , V ■ SECRETARY iiii414& PRESI NT