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Minutes - Board - 1995-12-14COSTA MESA SANITARY DISTRICT • Minutes of Board of Directors Regular Meeting held December 14, 1995 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 14, 1995, 6:00 p.m., in Conference room 1 —A at the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 6:00 p.m. Director Schafer led the Pledge of Allegiance. Director Reade gave the Invocation. Roll Call: Directors Present: James Ferryman, Arthur Perry, Nate Reade, Arlene Schafer, Dan Worthington. Staff Present: Robin Hamers, Manager/Engineer; Alan Burns, General Counsel; Florine Reichle, Assistant Manager /Clerk of the District; Dawn Guastella, Permit Specialist; Susan Temple, Treasurer; Reba Coulter, Finance. Others Present: None. MINUTE APPROVAL MINUTES OF REGULAR MEETING — NOVEMBER 9,1995 Director Schafer moved acceptance of the minutes of the regular meeting, November 9, 1995. Director Perry seconded. Motion to approve the minutes of the November 9, 1995, meeting was approved unanimously. STUDY SESSION REPORT — NOVEMBER 29,1995 A study session to focus on the report prepared by Creative Management Solutions was held on November 29, 1995, attended by President Ferryman and Directors Perry, Reade, Schafer and Worthington, and staff members Robin Hamers, Manager/Engineer; Alan Burns, General Counsel; Florine Reichle, Assistant Manager /Clerk of the District; Dawn Guastella; and Susan Temple, Treasurer. The Study Session Report was received and, filed. WRITTEN COMMUNICATIONS is Mr. Hamers presented to the Board a copy of the CSDA News, November /December 1995 issue, and discussed an article entitled, "San Diego Looks at Government Structure, Commission Releases Report." ` COSTA MESA SANITARY DISTRICT • Minutes — Board of Directors Meeting held December 14, 1995 Page 2 Mr. Hamers gave a brief synopsis: San Diego County approved their own Proposition A, directing their Board of Supervisors to establish the San Diego Region Citizens Commission on Local Government Efficiency and Restructuring. Proposition A was approved by 65.4% of the voters. In February 1994, the Board of Supervisors appointed 21 residents of the County as members of the Commission, none of which had a special districts background. The Commission submitted a report to the Board of Supervisors on November 14, 1995, calling for the elimination of the Board of Supervisors, the San Diego Association of Governments, and the Local Area Formation Commission, and creating a Regional Authority that would be responsible for regional planning, policy - making, service delivery and performance evaluation. In addition to the Authority, Community Councils would be established which would replace City Councils and would handle issues such as land -use permits, park policies and community policing. The Regional Authority would also be responsible for deciding the future of special districts. PUBLIC COMMENTS There were no public comments made. REPORTS is MANAGER'S REPORT OCCUPANCY REPORT Mr. Hamers reported a decrease of 5 units in the occupancy report for solid waste collection as of December 1, 1995. Therefore, the total for December is 21,992. Staff recommends acceptance of the count. Director Reade motioned to accept the count as presented. Director Perry seconded. Motion to accept the occupancy report approved unanimously. f�g(ty Mr. Hamers recommended that the Board direct staff to prepare a warrant for $159,061.54 �► b a,0 to Costa Mesa Disposal on January 1, 199 A for payment for December trash collection I' based on the December count of 21,992. Motion made by Director Perry, seconded by Director Reade, and carried 5 -0. REFUNDS CHARLESGARDNER Mr. Hamers reported a refund request from Mr. Charles Gardner, for trash collection charges in the amount of $265.11, fiscal years 1992 -1993 and 1994 -1995, for property located at 2191 Pacific Avenue, Costa Mesa, 92627, a two -unit parcel, Parcel Number 422- 121 -11. Mr. Gardner was unaware of the exemption forms and was using private trash services. C • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held December 14, 1995 Page 3 Mr. Hamers attempted to notify Mr. Gardner of the Board's policy of refunding the current fiscal year only. As of December 14, 1995, Mr. Gardner had not yet responded to Mr. Hamers' telephone call. In accordance with the Board's policy, staff recommended the Board deny Mr. Gardner's request of a refund of $265.11 for fiscal years 1992 -1993 and 1994 -1995, and issue a permanent exemption. Mr. Gardner was billed for one unit, and should have billed for two units, providing for an underpayment of $24.84 sewer, and $289.95 trash, for a total underpayment of $314.79. Staff did not recommend charging Mr. Gardner for the omitted second unit charges. Mr. Hamers further advised that a correction was filed with the County to issue a revised tax bill, eliminating the trash charge for 1995 -1996, and correcting the sewer charges to reflect two units. Director Reade motioned to deny Mr. Gardner's refund request of $265.11. Director Perry seconded. Motion to deny the refund and issue a permanent exemption was approved unanimously. CARMELITA SHINE Mr. Hamers reported a refund request from Ms. Carmelita Shine, for trash collection charges in the amount of $590.24, fiscal year 1994 -1995, for property located at 265 E. 16th Place, Costa Mesa, 92626, a four -unit parcel, Parcel Number 425- 221 -04. Ms. Shine was unaware of the exemption forms and was using private trash services. Mr. Hamers had advised Ms. Shine of the Board's policy of refunding the current fiscal year only. Therefore, staff recommended the Board deny Ms. Shine's request of a refund of $590.24 for fiscal year 1994 -1995 and issue a permanent exemption. Mr. Hamers further advised that a correction was filed with the County to issue a revised tax bill, eliminating the trash charge for 1995 -1996. Director Reade motioned to deny Ms. Shine's refund request of $590.24. Director Perry seconded. Motion to deny the refund and issue a permanent exemption was approved unanimously. COSTA MESA SANITARY DISTRICT • Minutes - Board of Directors Meeting held December 14, 1995 Page 4 SOURCE REDUCTION AND RECYCLING ELEMENT - AB939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Solutions /Enforcement Mr. Hamers presented to the Board an interoffice memorandum from Mr. William J. Morris, Director of Public Services, dated November 20, 1995, to Mr. Rob Hamers, reflecting monthly police department statistics for scavenging enforcement. Two citations were issued out of 35 calls for service. Mr. Hamers reported that the City Council may be looking at the Contract Code Enforcement Officer issue at their meeting on Monday, December 18, 1995. SRRE EDUCATIONAL PROGRAM Household Hazardous Waste Grant Application - Partial Approval Mr. Hamers presented a letter from Mr. Fernando Berton, Manager, Grants and HHW Section of the California Integrated Waste Management Board, dated November 27, 1995, advising that the Costa Mesa Sanitary District's joint application with the City of Costa Mesa was being recommended for approval in the amount of $75,017. Newsletter - Future Topics Mr. Hamers reported that Staff is working on the newsletter. RECYCLING REPORTS Waste Diversion Report for November, 1995 J Mr. Hamers reported 31.73 % waste diversion for the month of November, 1995. Total Tonnage: 2,714.76 Tonnage Recycled: 861.27 The Waste Diversion Report was approved unanimously. Approve Contract Payment Mr. Hamers recommended the approval of contract payment to CR Transfer for the month • of November, 1995. Director Schafer motioned for approval of payment to CR Transfer in the amount of $130,304.08. Director Perry seconded. No further discussion was held. Motion carried 5 -0. The $130,304.08 amount reflects the November's recycling as well as the retroactive adjustment to the new CR Transfer contract. I- COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held December 14, 1995 LOCAL MEETINGS Local Agency Formation Commission Page 5 Mr. Hamers informed the Board that he reviewed the agenda and has nothing to report. Independent Special Districts /Orange County ( ISDOC) Executive Board Meeting Election of Officers Director Schafer thanked the Board Members - who attended the December 4th meeting in support of her unsuccessful bid for election to the ISDOC Board. Director Schafer advised that February 29, 1996, will be the next general meeting where Mr. Ralph Heim will be the featured speaker. Orange County Sanitation Districts Regular Meeting President Ferryman reported on a meeting he attended on December 13; 1995. He related that the highlight of the meeting was a vote allowing an ad hoc committee assigned to study the feasibility of purchasing the landfills and bring a report to the Board of the Orange County Sanitation Districts on January 3, 1996, at a special meeting. President Ferryman further advised the Board of the creation of a governing body to oversee the new entity that would include the City and the Sanitary Districts. The possible formation of an entity made up of the same Board of Directors and Staff that are currently serving the Orange County Sanitation Districts is being discussed. TREASURER'S REPORTS Financial Report Ms. Temple presented the financial statement as of November 30, 1995. Motion to accept the report as presented made by Director Reade, seconded by Director Perry. No further discussion was held. Motion to accept the financial report as presented passed unanimously. Treasurer's Report of Monies on Deposit Ms. Temple presented the report showing the District's portfolio for the month of is November, 1995. Ms. Temple explained to the Board that she did write off the remaining investment in the Orange County pool which was approximately $564,000, as recommended by the auditors. Director Schafer motioned to approve the Treasurer's COSTA MESA SANITARY. DISTRICT Minutes — Board of Directors Meeting held December 14, 1995 Page 6 report. Director Perry seconded. Motion to accept the Treasurer's report approved unanimously. Orange County Bankruptcy Update Ms. Temple reported that her office filed seven proof of claims totalling $889,890.46, related to the Orange County bankruptcy on November 30, 1995. The proof of claims represented monies held by the County in County— administered accounts. Consider Approval of Recovery Plan Ms. Temple reported that the finalization of the Recovery Plan is still forthcoming. Ms. Temple will attend a meeting on Friday, December 15, 1995, to discuss further issues. ENGINEER'S REPORT • Project Status Report The Project Status Report was received and filed. Development Update Mr. Hamers advised the Board that there was nothing to report. ATTORNEY'S REPORTS Orange County Standard Emergency Management System (SEMS) — Consider Approval Mr. Burns recommended the adopting of the Orange County Operational Area Agreement. Director Reade motioned to authorize signature of the Operational Area Agreement. Director Schafer seconded. Motion to authorize signature of the Operational Area Agreement passed unanimously. Claim — Daniel Hernandez — Saucedo Ms. Reichle reported that a claim was received from Mr. Daniel Hernandez— Saucedo for an accident occurring on August 16, 1995, where Mr. Hernandez— Sau cedo sustained damage to his vehicle in the amount of $2,878.75 by hitting a piece of broken concrete from the manhole ring on west Baker, east of Bear Street. • COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held December 14, 1995 Page 7 On November 1, 1995, the Special District Risk Management Authority (SDRMA) compensated the bank until the ownership of the vehicle in the accident is determined. The Costa Mesa Sanitary District will pay a $500 deductible on the -December 14, 1995, Resolution 96 -06. The manhole ring was replaced on August 16, 1995. The reported claim was received and filed. Proposed Acquisition of Landfill by OCSD Mr. Burns had nothing further to add to President Ferryman's report on the acquisition. OLD BUSINESS STATUS REPORT — PENDING ITEMS Mr. Hamers declared there is nothing to report, there are no pending items. Creative Management Solutions — Financial Study City /District Contract „ Mr. Hamers presented a proposed letter to the City Manager as directed during the study session held on November 29, 1995 at 12:00 p.m. The letter to Mr. Allan Roeder, City Manager, dated December 15, 1995, requests that Public Services employees' time cards reflect an accurate breakdown of hours spent on Costa Mesa Sanitary District business. The letter requests this procedure be implemented City wide on January 1, 1996, or as soon after as possible. Director Schafer motioned to accept the letter as written and authorize. President Ferryman to sign the letter. Director Reade seconded. Motion to accept the letter and authorize signature passed unanimously. Director Schafer discussed the research she did concerning the Creative Management Solutions issue. Telephone Book Recycling Program Update Ms. Reichle reported that as of December 6, 1995, 39 tons of telephone books had been collected and delivered to Simpson Paper Mill in Pomona. Ms. Reichle stated that there have been articles in the Business Outlook, the Daily Pilot, the Orange County Register and the Community Report.. Channel 3 had conducted an interview with her regarding the telephone book recycling program. The interview will be shown on December 14, 1995. Channel 60 is also showing a printed message on the Community Bulletin Board, and a story is planned for the Community Report Program. Ms. Reichle advised the Board that Ms. Heather Mindel— Plutt, a Pac Bell representative in charge of Orange County, related to Ms. Reichle that she uses the Costa Mesa Sanitary District's program as a role model program to all the other cities and agencies that she assists. 41 �11 COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held December 14, 1995 1995 Christmas Tree Recycling Program Page 8 Ms. Reichle advised the Board of the location of the Christmas tree recycling program for 1995. The Fairgrounds will still be the recycling site, and the entrance will be at Gate 4, near Fairview Road on Arlington. This location will be available for the next three to five years. All haulers have been contacted and asked to participate in the program. The Christmas tree lots have been notified and given flyers and posters to advise residents of the program. Ms. Reichle stated that flocked trees are not recyclable, and will be picked up on the regular disposal truck. Chamber Community Summit - Disaster Preparedness Video Update Director Schafer reported on the subcommittee meeting held on December 13, 1995, where the script for the video was completed. The script will be read and video taping will begin in January, 1996. There will be a meeting held on January 23, 1996, to finalize preparation for the Emergency Preparedness Month to be held in the month of April. Director Schafer advised that there will be a building with vendors selling emergency materials and the video tape will be completed and ready for use. Director Schafer further advised that her committee will g ive a presentation at the Community Summit meeting on January 25, 1996. Chamber of Commerce - Legislative Committee Update Director Schafer gave a report on the Chamber of Commerce meeting and told of the willingness of .the members to assist and advise on matters of legislature. NEW BUSINESS Resolution No. 95 -581, Commendation for Service to ISDOC - Director Reade President Ferryman presented. Resolution No. 95 -581, A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT COMMENDING NATHAN READE FOR HIS YEARS OF VALUABLE SERVICE AS THE COSTA MESA SANITARY DISTRICT'S REPRESENTATIVE ON THE INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY. Director Perry motioned to adopt Resolution No. 95 -581. Director Schafer seconded. Motion to adopt Resolution No. 95 -581 commending Director Reade approved unanimously. • COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held December 14, 1995 User Fee Task Force Report Page 9 Mr. Hamers reported on the task force and their pending report on preventing erroneous billings from occurring. The report will be available in January. WARRANT REPORT Motion made by Director Reade, seconded by Director Schafer, authorizing the President and Secretary to sign Report No. 96 -06 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $410,836.00. Motion carried 5 -0. ORAL COMMUNICATIONS Director Reade thanked the Board for the commendation. Director Reade suggested attendance by the Board members at the City Council meetings. Mr. Hamers suggested that a member of the Board attend Monday night's City Council meeting in support of the approval for hiring an administrative secretary as an assistant .' to Ms. Reichle. President Ferryman wished everyone a merry Christmas. ADJOURNMENT At 8:05 p.m. President Ferryman adjourned the meeting. Secretary Is) President