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Minutes - Board - 1976-10-06MINUTES OF THE REGULAR MEETING • BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT HELD AT 77 FAIR DRIVE October 6, 1976 Roll Call Present: Directors Hutchison, Glockner, Briggs, Rima Absent: Directors - Warren Officials Present: Manager Eldridge, Director of Finance Oman, Attorney June, Engineer Stevens, Assistant Secretary Machamer. The meeting -was called to order at 7:30 p.m. by President Rima. Minutes of On motion by Director Glockner, seconded by Director September 1, Hutchison ,'and unanimously carried, the minutes of 1976 September 1, 1976, were approved as submitted. 19th Street Manager Eldridge reviewed the update report submitted Property to the Board on the property located at 19th Street and Whittier Avenue. After discussion, Director Hutchison No action made a motion that the Board not consider the sale of this property until September or October of 1977. This • motion was seconded by Director Glockner, but failed to carry by the following roll call vote: AYES: Directors - Hutchison, Rima NOES: Directors - Glockner, Briggs ABSENT: Directors - Warren Thereupon it was decided to hold this item over to the November meeting. Tustin. Attorney June advised the Board that the General Release Pump Station has been executed by Mr. Ernst dba California Pump and Wells, and the bonds can now be exonerated. Director Briggs made the motion to exonerate the bonds of Robert J. Ernst dba California Pump and Wells in connection with the contract for the replacement of sanitary sewage pumps, motors and accessories for the sewage pumping station at Irvine Avenue and Mesa Drive. This motion was seconded by Director Hutchison, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Occupancy A communication was read by Manager Eldridge requesting Report an addition of 22 units to the Occupancy Count. It was moved by Director Briggs, seconded by Director Hutchison, • and unanimously carried, that 22 units be added to the Occupancy Count making.a total of 19,929.5 as of October 1, 1976. -2- 10 -6 -76 Occupancy Manager Eldridge requested that the Occupancy Count be Adjustment adjusted to correspond with the assessment rolls. . According to the assessment rolls accepted by the Board on August 4, 1976, the assessment units as of July 1, 1976 totaled 20,079.34, and our corresponding Occupancy Count for the same period was 19,877. The difference of 202.34 should be added to our present Occupancy Count. It was moved by Director Briggs, seconded by Director Hutchison, and unanimously carried, that 202.34 units be added to the Occupancy Count as of October 1, 1976 making the total 20.131.84. Orco To compensate for this upward adjustment in the Occupancy Basic Rate Count, it was suggested that the basic rate be adjusted Adjustment from $2.370 to $2.346. This will satisfy the intent of the contract and not penalize the contractor, since the unit price for collection is merely a bookkeeping device which only becomes significant when new units are added to the system. Director Glockner made a motion to approve the rate adjustment to $2.346 effective October 1, 1976, based on the adjusted Occupancy Count. This motion was seconded by Director Briggs, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Financial Upon motion by Director Briggs, seconded by Director • Report Glockner, and unanimously carried, the Financial Report for the month of September, 1976, was approved as submitted. Refund Request Manager Eldridge presented a request from Don B. Card, Don Card 174 Virginia Place, Costa Mesa, for refund of Connection Fees paid on Permit #3994. Existing fixtures were being replaced, no new fixtures were being added. This charge for additional fixtures was in error. Director Glockner made a motion to approve the request for refund in the amount of $67.50 to Don B. Card. This motion was seconded by Director Briggs, and carried by the following roll call vote: AYES: Directors — Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Engineer's Engineer Stevens requested an extra to his proposal of Extra - August 6, 1975, for the Remodeling of the Tustin Pump Tustin Station, in the amount of $1,500.00 for additional work Pump Station required due to the cancellation of the first contract and re -award of a new contract. Director Briggs made a motion to approve the request of Don Stevens in the amount of $1,500.00. This motion was seconded by Director Glockner, and carried by the following roll call vote: • AYES: Directors - Glockner, Briggs, Rima NOES: Directors - Hutchison ABSENT: Directors - Warren -3- 10 -6 -76 ngineer's The Board discussed the proposals submitted by Engineer roposals Stevens, and emphasized the importance of standardizing the pumping stations wherever possible when we are planning new construction or remodeling. Engineer's Proposal for Capital Improvement Plan • is Engineer Stevens submitted his proposal for the preparation of a Capital Improvement Plan as follows: 1. Determine District needs, discuss study progress and alternate study proposals with Directors and staff. 2. Investigate and determine study area. 3. Determine extent and condition of existing sewer system. 4. Determinelexisting and ultimate land use. 5. Determine existing flow at critical points in the District system and evaluate results. 6. Establish design criteria, and analyze the existing system consistent with land use. 7. Project flow data considering ultimate land use. 8. Determine District sewer facilities needs in view of ultimate land use. 9. Recommend capital improvement program including probable cost and recommended time schedule. 10. Examine current connecting fee schedule to determine if adequate for financing the recommended program. 11. Prepare and print a report containing the results of Items 1 through 10 for Board, staff and public use. Data gathered in the Costa Mesa Sanitary District 1969 investigation and the 1973 report for County Sanitation District No. 6 will be used for the report unless the Board or subsequent investigation require 1976 data be used. Engineer Stevens stated that the work listed in Items 1 through 11 and any additional work ordered by the District at the following per diem rates: Classification Rate Per Hour Engineer, Designer, etc. Draftsman, Calculator, etc. 29.00 Inspector 21.00 2 man field party 63.00 3 man field party 75.00 -4- 10 -6 -76 Capital After discussion, Director Glockner made a motion, Improvement seconded by Director Briggs, that Engineer Stevens' • Plan proposal be approved in an amount not to exceed $9,000.00. This motion carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Engineer's Engineer Stevens submitted his proposal for furnishing Proposal for the engineering work and services for the Remodeling of Remodeling of Adams Avenue Pumping Station as follows: Adams Avenue Pumping Station 1. Hold conferences with representatives of the District, or its agents, property owners or lessees involved, interested cities and other public agencies and others, to review and discuss all aspects of the project. 2. Make arrangements for and coordination of surveys, legal descriptions and soils investigations. 3. Prepare engineering data for regulatory permit application that may be required by the city and /or state. 4. Prepare preliminary engineering studies and design • for review and approval. 5. Prepare plans and specifications. 6. Prepare estimates of quantities and costs. 7. Deliver copies of the plans and specifications for the District's use in distribution to prospective bidders. 8. Assist the District or its agent in securing bids, tabulation and analysis of bid results, and in letting of the contract. 9. Check shop and work drawings as may be submitted by the contractor. 10. Furnish consultation and advice to the District or its agent during construction. 11. Review laboratory reports on material tests and inspections and correlate such reports with the intention of the plans and specifications. 12. Furnish periodic observations of construction work • in progress and provide appropriate reports to the. District or its agent. Adams Avenue 13 •umping Station -5- 10 -6 -76 Furnish a final inspection and report of the complete project with -a representative of the District or its agent. 14. Prepare and record drawings "as completed" when the construction work has been completed and accepted by the District or its agent. This shall mean the original tracings of the plans will be modified, if necessary, because of deviations from the original work. Engineer Stevens stated that he would perform the above items for $4,000.00. He also stated additional engineering ordered by the District would be performed at the following per diem rates: Classification Rate Per Hour Engineer, Designer, etc. Draftsman, Calculator, etc. 29.00 Inspector 21.00 2 man field party 63.00 3 man field party 75.00 After discussion, Director Briggs made a motion that Engineer Stevens' proposal be approved. This motion was seconded by .Director Hutchison, and carried by • the following roll,call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Engineer's Engineer Stevens submitted his proposal for furnishing Proposal for the engineering work and services for the Remodeling of Remodeling of Santa Ana Avenue Pumping Station as follows: Santa Ana Ave. Pumping Station 1. Hold conferences with representatives of the District, or its agents, property owners or lessees involved, interested cities and other public agencies and others, to review and discuss all aspects of the project. Make arrangements for and coordination of surveys, legal descriptions and soils investigations. Prepare engineering data for regulatory permit application that may be required by the city and /or state. Prepare preliminary engineering studies. and design for review and approval. 5. Prepare plans and specifications. 6. Prepare estimates of quantities and costs. 10 -6 -76 Santa Ana Ave. 7. Deliver copies of the plans and specifications for • Pumping Station the District's use in distribution to prospective bidders. 8. Assist the District or its agent in securing bids, tabulation and analysis of bid results, and in letting of the contract. 9. Check shop and work drawings as may be submitted to me.by the contractor. 10. Furnish consultation and advice to the District or its agent during construction. 11. Review laboratory reports on material tests and inspections and correlate such reports with the intention of the plans and specifications. 12. Furnish-periodic observations of construction work in'progress and provide appropriate_reports to the District or 'its'agent. 13. Furnish a final inspection and report of the complete project with a representative of the District or its agent. 14. Prepare and record drawings "as completed" when the • construction work has been completed and accepted by the District or its agent. This shall mean the original tracings of. the plans will be modified, if necessary, because of deviations from the original work. Engineer Stevens stated that he would perform the above items for $4,000.00. He also stated additional engineering ordered by the District would be performed at the following per diem rates: Classification Rate Per Hour Engineer, Dasigner, etc. 3 0 Draftsman, Calculator, etc. 29.00 Inspector 21.00 2 man field party 63.00 3 man field party 75.00 After discussion, Director Hutchison made .a motion that Engineer Stevens' proposal be approved. This motion was seconded by Director Glockner, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren 0 Change of Manager Eldridge reported Meeting requested that whenever p Place be scheduled in the first Board had no objection to all future Board meetings conference room. that the City Manager has ossible evening meetings should floor conference room. The this request, and motioned that be scheduled in the first floor Director of Director Glockner made a motion authorizing the President Finance Report and Secretary to sign Report 76 -3 instructing the County No. 76 -3 Auditor to draw a warrant from the General Running Expense Fund in the amount of $65,875.41. This motion was seconded by Director Hutchison, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None 1 ABSENT: Directors - Warren -7- 10 -6 -76 Collins Attorney June advised the Board that Mr. Keith B. of Collins,owner of the property at 2075 Newport Boulevard, 6-ffer ttlement has indicated that he would accept a settlement in the amount of $2,000.00 in connection with the condemnation proceedings on that property. After discussion, Director Glockner made a motion to offer Mr. Collins a settlement in the amount of $1,000.00, and if this is not acceptable,. the Attorney was directed to proceed with the court action. This motion was seconded by Director Briggs, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Annexation Attorney June informed the Board that the Local Agency No. 165 Formation Commission had authorized the District to annex the property described in Annexation No. 165 without notice or public hearing by the Board, and without an election, since it is an annexation requested by 100 percent of the owners of the real property being annexed. An Environmental Impact Report on Tract 9036 'Costa was approved by the City of' Mesa on February 4, 1976, as the Lead Agency, pursuant to the California Environmental Quality Act of 1970. Resolution Director Glockner made a motion that Resolution 76- 145 -A, 76 -145 -A being A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, DECLARING AND ORDERING CERTAIN TERRITORY ANNEXED TO THE COSTA MESA SANITARY DISTRICT WITHOUT HEARING OR ELECTION AND ESTABLISHING AND ASSIGNING TAX CODE AREA FOR ANNEXATION NO. 165, be adopted. This motion was seconded by Director Briggs, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors - Warren Change of Manager Eldridge reported Meeting requested that whenever p Place be scheduled in the first Board had no objection to all future Board meetings conference room. that the City Manager has ossible evening meetings should floor conference room. The this request, and motioned that be scheduled in the first floor Director of Director Glockner made a motion authorizing the President Finance Report and Secretary to sign Report 76 -3 instructing the County No. 76 -3 Auditor to draw a warrant from the General Running Expense Fund in the amount of $65,875.41. This motion was seconded by Director Hutchison, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None 1 ABSENT: Directors - Warren we 10 -6 -76 Director of Director Glockner made a motion authorizing the President Finance Report and Secretary to sign Report 76 -4 instructing the County No. 76 -4 Auditor to draw a warrant from the Number 7 Trunk Sewer Fund in the amount of $1,893.74. This motion was seconded by Director Hutchison, and carried by the following roll call vote: AYES: Directors - Hutchison, Glockner, Briggs, Rima NOES: Directors - None ABSENT: Directors Warren Executive The meeting adjourned to an Executive Session at 9:15 p.m. Session The meeting reconvened at 10:05 p.m. No action was taken. Adjournment Upon motion by Director Hutchison, seconded by Director Briggs, and unanimously carried., the meeting adjourned at 10:06 p.m. i .President Secretary • •