Minutes - Board - 1997-11-130
COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held November 13, 1997
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on November 13,
1997, at 12:00 p.m., conference room 1 -A of the
Civic Center, 77 Fair,Drive, Costa Mesa.
Director Ferryman called the meeting to order at 12:00 p.m.
Director Perry ,led the :Pledge of Allegiance.
Director Reade gave the invocation.
ROLL CALL: Directors Present: James Ferryman, Art Perry, Nate Reade,
Arlene Schafer, Dan Worthington
Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, General Counsel; Lois Thompson,
Assistant Manager; Joan Revak, Clerk of
the District; Dawn Schmeisser,
Assessment Specialist; Reba Coulter,
Finance; Marc Davis, Acting Treasurer
• Others Present: Mr. Terry Schneider, CR Transfer
CONSENT CALENDAR
Director Reade requested item 10, Warrant Register for November 1997, be withdrawn
from the consent calendar for discussion. Director Worthington requested item 6A,
Waste Diversion Report - October 1997, be withdrawn from the consent calendar for
discussion. On motion by Director Schafer, seconded by Director Reade, and carried
5 -0, the remaining Consent Calendar items, after the removal of items 6A and 10, were
approved as recommended.
MINUTES
Approved Minutes of
Recycling Committee
Meeting,
October 8, 1997
The minutes for the Recycling Committee meeting of
October 8, 1997, were approved as distributed.
IS Approved Minutes of The minutes for the Investment Oversight Committee
Investment Oversight meeting of October 9, 1997, were approved as distributed.
Committee ,
October 9, 1997
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COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Approved report of The minutes for the regular meeting of October 9, 1997,
Regular Meeting, were approved as distributed.
October 9, 1997
REPORTS
MANAGER'S REPORTS
Approved Occupancy The Trash Occupancy Count reflected an decrease of 21
Report and payment of units in the occupancy report for solid waste collection as
$156,344.66 to Costa of November 1997. Therefore, the total for November is
Mesa Disposal for trash 21,020. Board directed Staff to prepare a warrant for
collection services for $156,344.66 to Costa Mesa Disposal on December 1,
November 1997 1997, for payment for November trash collection based On
the November count of 21,020.
REFUNDS In accordance with Resolution No. 96 -584, adopted by the
Costa Mesa Sanitary District on April 17, 1996, the
following refunds were granted subsequent to receiving
evidence of outside trash service and a signed statement
from the applicants:
Approved Payment Of Refund issued to Julius Teske
$1,418.94 Assessor's Parcel No. 422- 372 -22
To Julius Teske Trash Refund: $1,418.94
for tax years 94/95 -96/97
Approved Payment of Refund issued to Thomas Ngo
$5,675.76 Assessor's Parcel No. 424 - 321 -14
To Thomas Ngo Trash Refund: $5,675.76
for tax years 94/95 -96/97
Approved Payment of Refund issued to First Step House
$1,891.92 Assessor's Parcel No. 422 - 092 -12
To First Step House Trash Refund: $1,891.92
for tax years 94/95 -96/97
Approved Payment of
Refund issued to DeLane Thyen
$472.98
Assessor's Parcel No. 930- 68-464
To DeLane Thyen
Trash Refund: $472.98
for tax years 94/95 -96/97
• Approved Payment of
Refund issued to DeLane Thyen
$472.98
Assessor's Parcel No. 930 - 68-465
To DeLane Thyen
Trash Refund: $472.98
for tax years 94/95 -96/97
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COSTA MESA SANITARY DISTRICT 3
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Approved Payment of Refund issued to DeLane Thyen
$472.98 Assessor's Parcel No. 930 - 68-466
To DeLane Thyen Trash Refund: $472.98
for tax years 94/95 -96/97
Approved Payment of Refund issued to DeLane Thyen
$472.98 Assessor's Parcel No. 930-68 -467
To DeLane Thyen Trash Refund: $472.98
for tax years 94/95 -96/97
Approved Payment of Refund issued to DeLane Thyen
$472.98 Assessor's Parcel No. 930 - 68-468
To DeLane Thyen Trash Refund: $472.98
for tax years 94/95 -96/97
Approved Payment of
Refund issued to DeLane Thyen
$472.98
Assessor's Parcel No. 930-68 -469
To DeLane Thyen
Trash Refund: $472.98
for tax years 94/95 -96/97
Approved Payment of
Refund issued to DeLane.Thyen
$6,148.74
Assessor's Parcel No. 439 - 281 -34
To DeLane Thyen
Trash Refund: $6,148.74
for tax years 94/95 -96/97
Approved Payment of Refund issued to Judy Lisk
$324.52 Assessor's Parcel No. 934 - 110 -01
To Judy Lisk Trash Refund: $324.52
for tax years 95/96, 96/97
Approved Payment of Refund issued to Gary.Alan Kidd
$472.98 Assessor's Parcel No. 943 - 110 -05
To Gary Alan Kidd Trash Refund: $472.98
for tax years 94/95 -96/97
RECYCLING REPORTS
Approved Contract The Board approved contract payment to CR Transfer for
Payment to CR Transfer recycling services and disposal for the month of October
for $105,310.32 1997 in the amount of $105,310.32.
0 ENGINEER'S REPORTS
Project Status Report was The Project Status Report for November 1, 1997, was
received and filed. accepted as submitted.
0
0
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
TREASURER'S REPORTS
Financial Report as of
October 31, 1997, was
received and filed
Report of Monies on
Deposit as of October
31, 1997, was received
and filed
END OF CONSENT CALENDAR
The Financial Report as of October 31, 1997, . was
accepted as submitted.
The Report of Monies on Deposit as of October 31,
1997, was accepted as submitted.
Director Worthington reviewed the Waste Diversion Report and noted the percentage
of recycled material was dropping monthly starting in March of 1997. He inquired as to
the, reason for the reduction. Mr. Terry Schneider, CR Transfer explained to. the Board
the recent drop in recycled materials is due to the one week shut down during the end
of September. Mr. Schneider advised the Board the plant was shut down to switch out
screens to sort greenwaste material into a more marketable material. CR Transfer is
investigating new marketplaces where this greenwaste can be taken. Mr. Schneider
advised the Board they were also experimenting with grinding some material down to a
smaller size to enable their acceptance at more locations. Mr. Schneider was confident
the diversion rate would be back up around December or January.
Director Reade requested a itemized description appear on the new summary check
register to list individual meetings attended by the Directors. Mr. Davis advised the
report will be modified after the .City completes its conversion, approximately the spring
of 1998. Mr. Davis stated a separate attachment with a breakdown of meetings
attended by Directors can be included with the report until the software can be. modified
to reflect the breakdown information.
President Ferryman directed Staff to include the breakdown on the summary check
register as soon as the modification can be done, and include a separate sheet
showing the breakdown until that modification takes place.
Director Perry motioned to ,approve the Waste Diversion Report for October 1997
showing a 28.01 diversion rate and the Financial Report as of October 31, 1997, and
approve the Warrant Resolution #CMSD 98 -5, authorizing the President and Secretary
to sign the warrant and instructing the Finance Department to draw a warrant from the
Costa Mesa Sanitary District General Fund in the amount of $407,349.34. Director
Schafer seconded. Motioned carried 5 -0.
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COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
WRITTEN COMMUNICATIONS
Mr. Hamers introduced a letter from the County Sanitation Districts of Orange County,
California, dated November 4, 1997, from Mr. John Collins, Chairman, Joint Boards Of
Directors. Mr. Collins requests the continuity of Board membership be maintained with
utilization of the current representatives who have participated in the development of
the Strategic Plan. Mr. Collins explained that significant time would be needed to
familiarize a new member with the .issues facing the future of wastewater management
in Orange County and requested the current representative to the Sanitation Districts
Board return for another term.
MANAGER'S REPORTS
SOURCE REDUCTION AND RECYCLING ELEMENT AB 939
UPDATE ON ACTIVITIES
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
CODE ENFORCEMENT REPORT
Mr. Hamers introduced an interoffice memorandum from Ms. Sandra M, Benson,
Senior Code Enforcement Office of the City of Costa Mesa, dated October 28,
1997. Ms. Benson's memorandum advised two flyers were distributed
POLICE REPORT
Mr. Hamers introduced a letter from Ms. Holly Carver of the Costa Mesa Police
Department. Ms. Carter's memo showed the number of calls for service for
scavenging as follows:
Location Calls for Service Cite /Arrest
Area 1
2
0
Area l)
3
0
Area III
4
0
Area IV
0
0
TOTAL
9
0
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Ms. Thompson presented a copy of the agreement for Code Enforcement
Services. Ms. Thompson reported receipt of the insurance certificate from
Mr. Shef's insurance company by fax and expects receipt of the originals
being sent via mail in a few days.
CJ
COSTA MESA SANITARY DISTRICT 6
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Ms. Thompson reported magnetic signs have been produced using the
Sanitary District seals for use on Mr. Shef's vehicle. Mr. Shef also will carry
an identification badge that includes the District seal, and Mr. Shef's name
and title. Mr. Shef will wear a long- sleeved white or light- colored shirt and
tie as his working attire. Mr. Shef will complete the City of Costa Mesa' s
PC832 course within sixty days. Until that time, Mr. Shef will be utilized in
the community to distribute courtesy notices and public education material.
Director Worthington suggested a jacket of some type be provided for
Mr. Shef. Ms. Schmeisser reported she is investigating light- weight jackets for
the field crew, and will look into obtaining one for Mr. Shef.
Director Schafer requested the Board set an item for the next regular session
agenda to discuss the amount of the fine to be assessed.
RECYCLING COMMITTEE
MEETING - NOVEMBER 12, 1997
"SECOND CHANCE" WEEK
Director Worthington reported California's First Annual Second Chance
Week was scheduled for October 18 -26, 1997. Staff issued three press
releases to the local papers, but none were published. The Costa Mesa
cable station did provide publicity and several residents called in to the
office to request additional information. Ms. Schafer mentioned the
Second Chance Week item in her column. Director Worthington reported
the recycling committee would like to develop an advertising budget for
next year's event to increase awareness.
SHARPS PROGRAM UPDATE
Director Worthington advised the Board that Stericycle, the medical waste
container company, has given the District a list of guidelines for container
usage. Director Worthington expressed concern over how the District will
govern adherence to these guidelines at the drop -.off .locations. The
Recycling Committee determined a written agreement with the
pharmacies distributing the containers and notifying them of their
responsibilities was needed.
Mr. Harriers presented two Stericycle medical waste service agreements:
Steven's Pharmacy, 1525 Mesa Verde Drive, East, Costa Mesa; and
North Drugs, 1170 Baker Street, Costa Mesa. The agreement is for a
six -month contract with each location.
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COSTA MESA SANITARY DISTRICT 7
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Director Reade motioned to approve the six -month Stericycle medical
waste service agreements, Steven's Pharmacy and North Drugs, subject
to receipt of a signed agreement with each location regarding the
adherence to distribution and collection guidelines. Director Worthington
seconded. Motion carried unanimously.
Director Worthington reported the City of Fountain Valley has offered to
join in a regional grant'application with the District.
Ms. Thompson reported the City of Fountain Valley utilizes a consultant,
Curbside Inc., to implement their recycling programs. Staff has spoken
with Curbside representatives who recommend a residential delivery and
pickup of the sharps containers instead of utilizing pharmacies as
collection points. Ms. Thompson expressed local businesses would
benefit if the District continued with the assistance of the pharmacies.
Director Worthington motioned to join with Fountain Valley in applying for
a grant, but with separation for implementation. Director Reade
seconded. Motion carried unanimously.
IARTWORK FOR TRUCKS UPDATE
Director Worthington reported there were no applicants for the artwork
design contest. The City of Costa Mesa's graphic department has been
given the project to complete.
AMERICA RECYCLES DAY
Director Worthington reported Staff has prepared a press release to local
media regarding America Recycles Day with a request for a photo of
school children collecting phone books. The District is promoting the
event within the School Telephone Book Recycling Program. Information
regarding America Recycles Day was printed on the back of the flyers for
the telephone book program. The flyer also includes an entry form to win
"The American Green Dream House." The Costa Mesa cable station is
promoting the event for the District.
Director Worthington reported many other recyclables are being mixed in
with the telephone books in the elementary school recycle bins.
Ms. Thompson will inquire as to whether the additional recyclable items
• will cause a problem for Costa Mesa Disposal.
Director Worthington reported Pac Bell is diminishing. their level of
support towards recycling only the telephone books they supply.
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COSTA MESA SANITARY DISTRICT 8
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Mr. Schneider reported the mills his company utilizes do not accept large
quantities of telephone books.
OPPORTUNITIES IN FRANCHISING TRASH HAULING
Mr. Harriers reported the City Council declined to pursue opportunities in
franchising trash hauling at their November 3, 1997, meeting.
TRASH COLLECTION REFUND UPDATE
Ms. Schmeisser report ed receipt and processing of 12 refund applications for
the Month of October. Ms. Schmeisser reported she has approximately twelve
applications pending due to incorrect or . lack of information. Ms. Schmeisser
provided a status report on the field study refund requests as follows:
MEMORIAL TO SUSAN TEMPLE
Ms. Thompson reported the City Council approved the request to participate in
the Circle of Service Plaque for Susan Temple at their October 20, 1997,
meeting. The City of. Costa Mesa Parks Superintendent, David Alkema,
informed: District staff the City will contact the vendor and arrange for the
creation and installation of the plaque. Mr. Alkema will provide a rubbing of the
plaque to the District. The District's share will be $150.00, one half of the
approximate total cost of $300.00.
Director Reade motioned to approve the expenditure of $150.00 for the Circle of
Service Plaque for Susan Temple. Director Perry seconded. Motion carried 5 -0.
TIRE ROUNDUP
Ms. Thompson reported the District and City sponsored Costa Mesa's first Tire
Collection Event on October 18th. Director Worthington assisted at the event.
Ms. Thompson circulated photographs taken at the event to the Board members.
• Ms. Thompson reported 84 tires were collected, flyers for America Recycles Day
and Second Hand Week were distributed. Ms. Thompson reported two tire
stores in the City will accept old tires for recycling and has developed a brochure
for distribution to interested parties.
Current
Month
To Date
Total amount of refunds for trash
$18,771.64
$ 159,426.47
Total amount of refunds for sewer
$241.64
Fixture Fee Refund Not a part of the stud
$67.50
Total Of all refunds
$18,771.64
$ 159,735.61
Total number of units affected by refunds
40 Units
376 Units
MEMORIAL TO SUSAN TEMPLE
Ms. Thompson reported the City Council approved the request to participate in
the Circle of Service Plaque for Susan Temple at their October 20, 1997,
meeting. The City of. Costa Mesa Parks Superintendent, David Alkema,
informed: District staff the City will contact the vendor and arrange for the
creation and installation of the plaque. Mr. Alkema will provide a rubbing of the
plaque to the District. The District's share will be $150.00, one half of the
approximate total cost of $300.00.
Director Reade motioned to approve the expenditure of $150.00 for the Circle of
Service Plaque for Susan Temple. Director Perry seconded. Motion carried 5 -0.
TIRE ROUNDUP
Ms. Thompson reported the District and City sponsored Costa Mesa's first Tire
Collection Event on October 18th. Director Worthington assisted at the event.
Ms. Thompson circulated photographs taken at the event to the Board members.
• Ms. Thompson reported 84 tires were collected, flyers for America Recycles Day
and Second Hand Week were distributed. Ms. Thompson reported two tire
stores in the City will accept old tires for recycling and has developed a brochure
for distribution to interested parties.
•
COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
SCHOOL TELEPHONE BOOK RECYCLING PROGRAM
Ms. Thompson reported the School Telephone Book Recycling Program began
on November 6,, 1997, and will run through December 31, 1997. There are
eighteen sites designated for collection bins, and sixteen Of the sites are.
schools. Costa Mesa Disposal reported two tons of telephone books have been
collected during the first week.
OIL RECYCLING PROGRAM
Ms. Thompson presented a brochure for the Residential Recycling Service for
Used Motor Oil and Filters. This program• has been funded through the regional
grant application submitted jointly with the City of Costa Mesa. Americlean, the
City's consultant, is implementing the program. Approximately 6,100 residents in
a target neighborhood received a brochure at the end of October explaining the
program. Residents wishing to participate will call an 800 number and
Americlean vehicles will pick up the resident's used oil and /or filters.
Ms. Thompson explained Americlean is in the process of relocating their offices
to Costa Mesa and program data is unavailable at the present time.
• CR TRANSFER/BROCHURE
Mr. Harriers reported the District has received 25,000 brochures from CR
Transfer for distribution to trash customers. The brochures will be delivered via
bulk mail at a cost of 20.9 cents each. CR Transfer paid for the production and
printing of the brochure and will reimburse the District for the mailing costs that
will be approximately $4,500.00. Staff and volunteers will be applying the
mailing labels and sealing dots to each of the brochures. The brochures should
be ready for mailing November 26, 1997.
President Ferryman suggested obtaining assistance for future mailouts as a
work program fund raiser. Director Perry suggested using a group of high
school students.
SDRMA - .PROPOSED JPA AMENDMENT
Mr. Harriers introduced a letter dated October 14, 1997, . from Ken Sonksen,
President, Special District Risk Management Authority Board of Directors. The
letter proposed an amendment to the Third Amended Joint Powers Agreement to
allow SDRMA to operate more efficiently. Staff reviewed the agreement and
recommended approval.
• Director Schafer motioned to approve the amendment. Director Perry seconded.
Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT 10
MINUTES. - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, _1997
NEW LEGISLATION
AB 1484 - CREATES COMMISSION OF LOCAL GOVERNMENTS
Ms. Revak reported this legislation establishes a statewide 15- member
Commission to examine local government reorganization. It was approved by
the Gov_ ernor on October 12, 1997. Ms. Revak's memorandum contained a copy
of the Legislative Counsel's Digest. Director Schafer will obtain more
information at the next legislative meeting she attends.
SB1066 - AB 939 REFORM
Ms. Revak reported SB 1066 was signed into law on October 3, 1997. The bill
makes several important changes to the enforcement provisions of AB 939 and
enacts several modest measures to enhance the markets for recycled materials.
The Legislative Counsel's Digest was attached for the Board's information.
COMMUNITY EVENTS
• ORANGE COUNTY AUTO SHOW
Ms. Thompson reported she will be representing the District at the Orange
County Auto Show on November 25, 1997.
ENGINEER'S REPORTS
ANNEXATION NO. 251 - 101 KALMUS DRIVE, HART'S RUGS
Mr. Harriers introduced a proposed agreement to provide temporary service and
irrevocable consent to annexation. Hart's Rugs is developing property at 101
Kalmus and is ready to connect to the sewer. Hart's Rugs had not previously
contacted the District regarding connecting to the sewer system. Mr..Hamers
explained a portion Of the property is within the boundaries Of the District, but not
yet annexed to the District. The agreement stipulates the property owner
consent to annexation and pay all fees for annexation and processing.
Director Reade motioned to approve the agreement. Director Perry seconded.
Motion carried unanimously.
TREASURER'S REPORTS
0 ORANGE COUNTY BANKRUPTCY
Mr. Davis presented a bankruptcy update and reported the District anticipates
receiving $31,788.34 as payment toward its B -12 claims under the Plan of
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
11
Adjustment. Receipts of these monies will satisfy all outstanding B -12 claims
that the District filed.
SDRMA ANNUAL REPORT
Mr. Davis reviewed the - annual report from SDRMA and his review resulted in
the following findings:
SDRMA,is not highly leveraged;
SDRMA has generated a profit over the last two years; and
SDRMA has adequate liquid assets to meet its current obligator.
ATTORNEY'S REPORTS
RESOLUTION NO. 97 -603
Mr. Burns presented Resolution No. 97 -603, A RESOLUTION OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DESIGNATING
. CERTAIN PERSONS TO AUTHORIZE THE AUDITOR- CONTROLLER FOR
THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS, AND
CORRECTIONS TO SPECIAL CHARGES BEING COLLECTED ON THE
COUNTY TAX ROLL AND GIVING REASONS THEREFOR. Director Schafer
motioned to adopt Resolution No. 97 -603. Director Perry seconded.. Motion
carried 5 -0.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
Director Schafer was unable to attend the ISDOC meeting. Director Worthington
attended the meeting and reported he met Todd Spitzer and was impressed with
his candor.
Ms. Thompson reported Tri- Cities representatives were in attendance and Mr.
Spitzer stated he felt they were doing a disservice to the public by spending their
funds on legal fees and advertising.
LOCAL AGENCY FORMATION COMMITTEE (LAFCO)
Director Schafer reported she attended the LAFCO meeting and the major topic
was the Southern County Issues Discussion Group. Director Schafer felt the
report given by the group was very thorough. There will be a study session held
in January and Director Schafer will bring the Board more information after that
study session.
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COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
Director Schafer further reported the Coastal Municipal Water District and
Municipal Water District of Orange County ( MWDOC) takeover was discussed.
Director Schafer offered the agenda and notes for the Board's perusal.
SPECIAL DISTRICT ADVISORY COMMITTEE
Director Schafer reported the Advisory Committee covered the MWDOC and
Coastal Municipal Water District situation. Director Schafer provided her notes
and a copy of the agenda for the Board's perusal.
COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Director Schafer reported she gave an update of all the programs the District
provides to residents of Costa Mesa.
COUNTY SANITATION DISTRICTS OF ORANGE COUNTY
President Ferryman reported the draft of the permit for the EPA for the Ocean
outfall was received. Director Ferryman further reported the reapproval of the
allocation to rebuild the College Avenue pump station.
CITY OF COSTA MESA COUNCIL MEETING REPORT
OCTOBER 20, 1997
Director Perry attended the October 20, 1997, . meeting and reported the
memorial for Susan Temple was approved.
NOVEMBER 3, 1997
President Ferryman attended the November 3, 1997, meeting and
reported Lions Park will be redeveloped and the City approved moving
forward with option one. President Ferryman reported the new
configuration would remove the stage area where the fish fry has been
historically held.
OLD BUSINESS
Director Worthington suggested sending a letter to the. Daily Pilot commending
them for their accuracy in reporting the commercial trash franchising. Staff will
• prepare a letter.
Director Schafer showed a hat she received at the California Special Districts
Association Annual Meeting.
COSTA MESA SANITARY DISTRICT 13
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997
is
NEw BUSINESS
There was no new business.
PUBLIC COMMENTS
There-were no public comments made.
ORAL COMMUNICATIONS
Mr. Hamers reported Staff is working well together and doing a great job.
Director Perry. reminded Staff to contact the schools regarding assistance for any
future mailouts the District may have.
ADJOURNMENT
At 1:28 p.m. President Ferryman adjourned the meeting.
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ECRETARY RESIDENT
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