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Minutes - Board - 1984-08-09i • MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT August 9, 1984 Call to Order The meeting was called to order by President Wahner at 7:30 p.m. Roll Call Present: Directors - Wahner, Crank, Hanson, Green, Smith Absent: Directors - None Officials Present: Bruce Mattern, Manager Roy June, Attorney Robert Oman, Finance Director Florine Reichle, Assistant Secretary GUESTS Mr. Johnnie Freeman, Van Dell and Associates, 17801 Cartwright Road, Irvine, California 92714; James W. Ray, J.R. Construction,.2699 White Road, Irvine, California 92714. MINUTES: On motion by Director Hanson, seconded by Director July 12, 1984 Green and unanimously carried, the minutes of the regular meeting of July 12, 1984, were approved as distributed and posted. August 2, 1984 On motion by Director Crank, seconded by Director Smith and unanimously carried, the minutes of the regular adjourned meeting of August 2, 1984, were approved as submitted and posted. OCCUPANCY REPORT Mr. Mattern read the Occupancy Report showing there had been neither increase nor decrease in the occupancy count for the month of July. The count remains at 20,612.50 units as of August 1, 1984. MOTION On motion by Director Hanson, seconded by Director Smith, and unanimously carried, the report was received and filed. FINANCIAL REPORT Mr. Oman asked to carry the approval of the Financial Report to the adjourned meeting on August 23. h PROJECT STATUS Mr. Hamers presented the Project Status Report REPORT as follows: progress continues on the project • updating district records at the City; plans on the Flower Avenue Sewer Project have been submitted to the cities of Costa Mesa and Newport Beach, all utility companies, and the State Health Department, for review. MOTION On motion by Director Hanson, seconded by Director Green, and unanimously carried, the Project Status Report was received and filed. CITY /DISTRICT Mr. Mattern stated the amount of the City /District CONTRACT Contract for 1984 -85 is $1,540,980. Copies have been placed in the Director's meeting books for referral. ADAMS AVENUE Mr. Mattern informed the Board that the Adams SEWER PROJECT Avenue Sewer Project No. 112100 -75 has been satisfactorily completed according to plans and specifications as contracted by Floyd- Kordick, J.V., P. O. Box 1857, Redlands, California 92373. The contractor requested approval of a time extension from June 22 to July 28, 1984. Time Extention Director Hanson made a motion, seconded by Director Green, to grant an extension of time to • Acceptance of July 28, 1984; accept the improvement as proposed Project for dedication; file a notice of completion; authorize payment of five percent retention 35 days after the Notice of Completion is recorded; exonerate Labor and Materials Bond and Faithful Performance Bond after retention is paid; exon- erate ten - percent Guarantee Bond effective one year after Notice of Completion is recorded. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None NEWPORT BOULEVARD Mr. Hamers reported bids were opened July 30, SEWER PROJECT 1984, on the Newport Boulevard Sewer Project, No. 1112100 -79. There were five bidders on the project and bids ranged from a low of $114,422 to a high of $181,340. The low bidder, Risto Construction Company of E1 Toro, California, has requested to withdraw their bid based upon several honest errors in figures that would make their completing the contract economically unfavorable. • -2- MOTION: Director Hanson made a motion, seconded by ® Director Smith, to reject all bids on the Newport Boulevard Sewer Project and directed Mr. Hamers to contact Risto Construction Company and request that they not bid again on the project and that they bear the cost of rebidding. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None Annexation No. 214 Mr. June informed the Board that the Local Agency Formation Commission had authorized the District to annex the property described in Annexation No. 214 without notice of public hearing by the Board, and without election, since it is an annexation requested by 100 percent of the owners of the real property being annexed. The property was determined to be categorically exempt by the City of Costa Mesa as the Lead Agency, pursuant to the California Environmental Quality Act of 1970. • Resolution Director Hanson made a motion, seconded by No. 84 -191 -A Director Smith that Resolution No. 84 -191 -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 ESTAB- LISHING AND ASSIGNING TAX CODE AREA FOR ANNEXA- TION NO. 214 be adopted. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None CLAIM - Attorney June reported that request for applica- Christine Prechel tion for leave to present a late claim was received from the attorney for the defendant, Robert Converse, in a personal injury action involving Christine Prechel. On motion by Director Hanson, seconded by Director Green, the request was denied by the following roll call vote: • AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None -3- LIQUID WASTE Mr. Mattern reported that the final analysis DISPOSAL USER of the rolls for the Sewer User Fee showed that FEE - Rate the addition of the property not included last Adjustment year has greatly affected the rate, especially in the commercial /industrial /other category. Therefore, he is recommending an adjustment in the newly adopted rates. MOTION: Director Crank made a motion, seconded by Director Green to adopt the following Sewer User Fee Rates: Single Family $ 8.95 Multi /Mobile Home 9.90 Commercial /Industrial /Other 11.70 Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Hanson, Green, Smith None None TRASH CONTRACTOR In accordance with the contract between the COMPENSATION RATE District and Orco Disposal, Inc., dated April 3, 1974, and as amended August 7, 1974, Section IV "Formula for Compensation Calculation ", the calculation was submitted by Mr. Oman to reflect a 4.59 percent increase to $4.431 per occupancy per month, effective July 1, 1984. MOTION On motion by Director Crank, seconded by Director Green, the rate was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None J. RAY DEVELOPMENT Based upon investigation of the proposed sewer Bristol and Red Hill construction for the J. Ray Development at Santa Ana and Red Hill, staff is recommending the District share approximately one -third of the cost of the sewer construction. Participa- tion was recommended because the District Engineer feels the sewer should be upsized from a 12" to an 18" sewer and the line should be extended to connect with District's existing facilities north of the proposed development. -4- • is • MOTION On motion by Director Crank, seconded by Director Green, the Board agreed to an approxi- mate two - third /one - third allocation of construc- tion and design costs to be based on actual costs of construction and design, not to exceed $50,000 and to be reviewed and approved by the Board before payment. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None CLAIM - Westcarriage A claim was presented by Westcarriage Construc- Construction Company tion Company relative to a sewer excavation on West 18th Street Placentia Avenue in connection with their project on 789 and 791 West 18th Street. They contend that the District's contractor crushed the sewer lateral during the backfill operation and that their contractor had to remove the crushed segment of the lateral and replace it. The total amount of the repair was $3,211.94. Mr. Hamers contends that the line should have been tested by Westcarriage Construction earlier in the project and the break discovered at a time when the cost to repair would have been considerably less. MOTION Director Crank made a motion, seconded by Director Green instructing Mr. Hamers to contact Westcarriage Construction and negotiate an agreement to pay for one -half of the damages. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None SEWER BREAK - The City of Newport Beach has agreed to reimburse 15th Street the District for the costs incurred in repairing a sewer break on 15th Street and Old Newport Road. Since the District authorized the con- tractor to make the necessary repairs, the City of Newport Beach requests that the District pay the contractor and then will reimburse the District in the full amount of the cost. -5- MOTION On motion by Director Green, seconded by Director Hanson, authorization to pay the con- • tractor, G. R. McKervey, P. 0. Box 19093, Irvine, California 92713, in the amount of $2,112.09, was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None MUNICIPAL RESOURCE Mr. Oman discussed the forthcoming conference on RECOVERY CONFERENCE Municipal Resource Recovery to be held in Arlington, Virginia, on October 1 and 2. He said he felt it would be in the best interest of the District if he and Mr. Mattern were to attend this conference. In view of the Board's interest in staff obtaining facts on how others are implementing their waste recovery facilities and studying the economic feasibility in entering into a joint venture on a cogeneration facility, it appears this conference will provide valuable information. Director Smith said he felt a Board member should also attend. MOTION Director Green made a motion, seconded by • Director Crank to authorize sending two staff members and one Board member to the conference and to report back at the next meeting regarding estimated costs. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Hanson, Green, Smith None None WARRANT REPORT Director Crank made a motion, seconded by NO. 84 -03 Director Hanson, authorizing the President and Secretary to sign Report No. 84 -03 instructing the County Auditor to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $79,722.68. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Hanson, Green, Smith None None SPECIAL DISTRICT Director Hanson said he would like to attend BOARD ADMINISTRATION the Special District Board Administration • SEMINAR Seminar being offered in conjunction with California Special Districts Association Annual Conference, in Long Beach on September 14 and 15. MOTION Director Smith made a motion, seconded by Director Green, to approve the expenditure of 46 $150 for registration plus expenses for Director Hanson to attend the seminar. Motion carried by the following roll call vote: 0 • AYES: Directors - Wahner, Crank, Hanson, Green, Smith NOES: Directors - None ABSENT: Directors - None a ADJOURNMENT President Wahner declared the meeting adjourned at 9:05 p.m., to Thursday, August 23, 1984, at 7:30 p.m., in the First Floor Conference Room, Costa Mesa Civic Center. =Am