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Minutes - Board - 1990-07-12MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT i July 12, 1990 CALL TO ORDER President Wahner called the meeting to order at 7:30 p.m. ROLL CALL Present: Directors - Wahner, Crank, Green, Cole. Absent: Director - Ferryman. Officials present: Robert Brock, Manager Roy June, Attorney Donna Theriault, Accountant Robin Hamers, Engineer Florine Reichle, Assistant Manager /Clerk of District Officials absent: Susan Temple, Treasurer. Guest: Mr. Gary Johnson, 268 Flower Street, Costa Mesa. MINUTES: On motion by Director Crank, seconded by Director June 14, 1990 Cole, and carried 4 -0, the minutes of the regular meeting of June 14, 1990 were approved as distri- buted and posted. 'RITTEN Mr Brock circulated a copy of a memo to City _ORRESPONDENCE Council, from Mr. William Morris, outlining the initial work done so far by the City and the District dealing with the preparation of the City's Source Reduction and Recycling element of A.B. 939; and a letter from Patricia Litten, Community Services Officer, expressing thanks for the donation of Earthquake Survival Kits to the Second Annual Emergency Services Exposition. REFUNDS: Mr. Brock presented a request for refund of trash R. Penjoyan assessment fees on A.P. No. 426 - 182 -05 from Mr. Richard Penjoyan, 2016 Newport Boulevard, Costa Mesa, stating he was unaware of the exemption policy. Director Crank made a motion, seconded by Director Green, to deny the refund request because policy states an exemption must be filed, and to maintain consistency in adhering to the premise that responsibility rests with the homeowner to be cognizant of the taxes, user fees and assessments and /or exemptions on their property. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green,'Cole. NOES: Directors - None. Printed on Recycled Paper Refunds Mr. Brock presented a request from Mr. Dennis (continued) Reinholt, 1823 Tanager, Costa Mesa, for refund of D. Reinholt trash assessment fees on A.P. No. 938 - 650 -92 • through -116, 25 units, and a request for the entire complex at 260 Victoria Street to be permanently exempted. Mr. Reinholt bought the property in August, 1989 and did not realize exemption from trash assessment had been filed on ten units only. He is now being assessed for 25 of 35 units. Staff recommended a permanent exemption be granted as site inspection revealed curbside service could never be provided. Director Green made a motion, seconded by Director Cole to deny the refund as the responsibility is with the owner of property to know what taxes and assessments are assigned to their property. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. It was suggested that Mr. Reinholt may have recourse to the past owner /developer. Mr. Brock stated a permanent exemption will be placed on the entire complex. Gary Johnson Mr. Brock presented a request for refund of trash assessment fees on A.P. No. 424 - 054 -20 going back to the year 1983 -84, from Mr. Gary Johnson, 268 Flower Street, Costa Mesa. Mr. Johnson's records show he was exempt from year 1978 -79 to 1980 -81, has no records for 1981 -82 and 1982 -83, and has been paying for trash assessment since 1983 -84. Director Crank made a motion, seconded by Director Green, to deny the request because the responsi- bility rests with the property owner to file for exemption from trash assessment every year. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. OCCUPANCY Mr. Brock read the Occupancy Report showing REPORT neither an increase nor decrease in the trash and garbage collection count as of July 1, 1990, total remains 19,733.5 units. On motion by Director Green and seconded by Director Cole, the Occupancy Report was approved by the following roll call vote: Fined on Recycled Paper AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. is -2- Ms Theriault presented the Financial Report for INANCE June, 1990. On motion by Director Green, seconded EPORT by Director Crank, and carried 4 -0, the Financial Report was received and filed. PROJECT Mr. Hamers reported there were no additions to the STATUS Project Status Report. On motion by Director REPORT Crank, seconded by Director Cole, and carried 4 -0, the Project Status Report was received and filed. DEVELOPMENT Mr. Hamers reported new development is planned for UPDATE the Sakioka Farms area and that notification has been made that any sewer improvements necessary for development would be the developer's responsi- bility. PROJECT Mr. Hamers presented an agreement prepared by NO. 113 CALTRANS for construction of a pump station at the 21st Pump 21st Street overcrossing. CALTRANS will construct Station/ the station at their cost and will reimburse the Rt. 55 District for design and inspection in the estimated amount of $45,000. On motion by Director Crank, seconded by Director Cole, the agreement was approved and execution authorized.. Motion carried by the following roll call vote: • AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. PROJECT Mr. Hamers presented a request from Mr. Nick NO. 119 DiBenedetto, President of SANCON Engineering, REHABILITATION Incorporated, for reduction of the insurance OF MANHOLES amount on the contract for Project No. 119, Rehabilitation of Manholes. Because the contract is for manhole relining and not new sewer con- struction where there is more risk involved, staff recommended approval of the reduction. It was noted that when under contract with Orange County Sanitation for the same type of project, the insurance amount is $3 million. Director Crank made Cole to reduce the No. 119, from $5 carried by the foll, AYES: Directors NOES: Directors a motion, amount of million t, Dwing roll - Wahner, - None. seconded by Director insurance on Project D $3 million. Motion call vote: Crank, Green, Cole. Change Order Mr. Hamers presented Change Order No. 1 on Project �o. 1 No. 119, in the amount of $5,838. Mr. Hamers requested the change order to include some addi- tional manhole repair and replacement at locations Printed on Recycled Piper -3- Project 119 ' (continued) not specified in the contract. The contractor has . agreed to do the work at the same rate as shown in the contract. On motion by Director Cole, seconded by Director Crank, Change Order No 1 on Project No. 119, Rehabilitation of Manholes, in the amount of $5,838 was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. Change Order Mr. Hamers requested Change Order No. 2 on Project No. 2 No. 119, for the purpose of installing a water- tight manhole ring and cover at a location where the owner has purposely drained storm water into holes in the manhole and when confronted with this violation has refused to take remedial action. Contractor has agreed to do the necessary work for a cost of $1,078. On motion by Director Cole, seconded by Director Green, Change Order No. 2, to Project No. 119, Rehabilition of Manholes, in the amount of $1,078, was approved by the following roll call vote: • AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. REFUND. At this time Mr. Gary Johnson entered the meeting. Mr. Gary Johnson President Wahner informed Mr. Johnson that the meeting had started at 7:30 p.m., his request was heard soon after, declared unjustified and denied. He asked Mr. Johnson if he had any additional information to add. Mr. Johnson said he owns 11 pieces of property in Orange County and does not read his tax bills but felt the mistake was with the District. President Wahner explained that the responsibility rests with the property owner to read the line items on their tax bill and contact the District if private trash services are being provided rather than using curbside service. He further mentioned the various ways the District notifies property owners that exemptions are available and also noted the improvements that have been made to the notication process in the past year. PROJECT NO. 115 Mr. Hamers presented a letter stating Pacific FOAMING OF Sewer Maintenance is a sole distributor and SEWER LINES contractor licensed to*foam sewer lines in Sout- • hern California. He recommended award of the contract for Project No. 115, Foaming of Sewer Printed on Recalled Paper -4- 7 -12 -90 Vroject 115 Lines to Pacific Sewer Maintenance, P.O. Box .continued) 18117, Anaheim, in an amount not to exceed $45,000. Director Cole made a motion, seconded by Director Green, to approve the contract for Project No. 115, Foaming of Sewer Lines to the sole source contractor, Pacific Sewer Maintenance, in the amount not to exceed $45,000. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. Proposal to Mr. Hamers presented a proposal to provide the provide necessary engineering services during the Engineering construction phase of Project No. 115, Foaming of services Sewer Lines. He proposes to provide the engi- neering, drafting and inspection services to complete the project at the following rates: Engineering 40 hours @ $55 /hour Drafting 4 hours @ $44 /hour Inspection 120 hours @ $39 /hour The total of $7,056 is a maximum figure and the billing will be only for actual time worked. ® Director Crank made a motion, seconded by Director Cole to accept the proposal in the amount of $7,056. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. C.R. TRANSFER Recycling Mr. June informed the'Board that under terms of Contract the recycling contract with C. R. Transfer, the increase to $6.90 /ton for the mechanical pro - cessing of solid waste for reclamation and re- cycling of materials will not be honored until we have notice that the automatic equipment is on line and 25% is being removed for recycling. This also applies to the reduction in price to $19.70 - ton as stated in V -B of the contract. This reduction was also contingent upon the automatic processing. Staff was instructed to notify the recycling contractor, C.R. Transfer. COSTA MESA Mr. Brock said staff met with Messrs. Raul and Ray DISPOSAL Rangel of Costa Mesa Disposal to discuss the A&eeled Cart/ program and obtain answers to the questions posed ntainer at the last meeting. They have agreed to survey Program the residents now using the 90- gallon wheeled Printed on Recycled Paper 5.7c a, J, C.M. Disposal (continued) carts for their opinion of the program and to see if they would be interested in purchasing the • carts if made available. This information will be compiled in August and results will be reported at the September meeting. They have also agreed to pick up any cart /container that meets the specifi- cations for their equipment. They will furnish us with a list of manufacturers and specifications to give out to the public. 1990 -91 CITY/ Mr. Brock presented the City /District Contract for DISTRICT CONTRACT 1990 -91. Copies had been mailed previously to the directors and an attachment answers the questions that were posed to staff. Staff was directed to look into the charges to the District for City staff and the percentages used, and to update the time studies on each employee charging time to the District. President Wahner said he would like to see the system streamlined. He asked Mr. Hamers to assist if needed. There were questions about what is included in the equipment rental charges. A request was made to remove the Trash Haulers Contract payments from the City /District contract and cover this contract in the District budget when preparing budget for next year. Staff was also directed to compare the District's • current liability insurance coverage and cost with other plans, for the next budget year. On motion by Director Cole, seconded by Director Green, the City /District contract in the amount of $2,449,475, was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. AGREEMENT Mr. Hamers presented an agreement for transfer of Orange County sewers at the Orange County Fairgrounds from Sanitation Orange County Sanitation Districts to the Costa Districts/ Mesa Sanitary District and the 32nd Agricultural 32nd Agricultural District. The agreement transfers the on -site District sewers to the 32nd Agricultural District and the public sewers to the Costa Mesa Sanitary District. The agreement was conceptually approved and now Mr. Hamers presents it for formal execution. Printed on Recycled Paper Director Crank made a motion, seconded by Director Green, to approve for execution, the three -party agreement with Orange County Sanitation District and the 32nd Agricultural District. Motion carried by the following roll call vote: • Ii Agreement AYES: Directors - Wahner, Crank, Green, Cole. 'continued) NOES: Directors - None. 1990 -91 Copies of the revised 1990 -91 District Budget had BUDGET been distributed previous to the meeting. Ms Theriault said subsequent to meeting with District administrative staff, some adjustment to the expenditures was made causing an overall reduction from the preliminary budget presented. The budget reflects a 5.07 - percent increase over the previous year. Figures from the solid and liquid waste assessment roll are pending as the County Assessor's Office is late in providing the neces- sary information. The budget will be modified when the roll is completed. On motion by Director Cole, seconded by Director Green, the 1990 -91 budget was approved in the amount of $5,225,942. Motion carried by the following roll call vote: On motion by Director Crank, seconded by Director Green, the trash contractor's collection rate of $7.0905 per Occupancy, effective July 1, 1990, was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. RESOLUTION Mr. Hamers presented Resolution 90 -491, which NO. 90 -491 modifies Ordinance 20, establishes inspection and administrative fees, annexation fees and other miscellaneous fees, effective August 1, 1990. Printed on Recycled Paper Director Green made a motion, seconded by Director Cole, that Resolution No. 90 -491, being a RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING CHARGES AND FEES AND CITING AUTHORITY THEREFOR, be adopted. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. -7- 0 AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. t. . TRASH In accordance with the contract between the CONTRACTOR District and Costa Mesa Disposal, formerly Orco COMPENSATION Disposal, Inc., the compensation rate submitted, &TE 1990 -91 based on Consumer Price Index for Los Angeles- Riverside Area at 4.91 percent, was $6.8805 plus $.21 per occupancy, or a total of $7.0905 /occu- pancy, effective July 1, 1990. On motion by Director Crank, seconded by Director Green, the trash contractor's collection rate of $7.0905 per Occupancy, effective July 1, 1990, was approved by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. RESOLUTION Mr. Hamers presented Resolution 90 -491, which NO. 90 -491 modifies Ordinance 20, establishes inspection and administrative fees, annexation fees and other miscellaneous fees, effective August 1, 1990. Printed on Recycled Paper Director Green made a motion, seconded by Director Cole, that Resolution No. 90 -491, being a RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING CHARGES AND FEES AND CITING AUTHORITY THEREFOR, be adopted. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. -7- 0 WARRANT REPORT Director Crank made a motion, seconded by Director NO. 90 -13 Green, authorizing the President and Secretary to sign Report No. 90 -13 instructing the City of Costa Mesa to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $346,874.59. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Green, Cole. NOES: Directors - None. PUBLIC HEARING The date of the Public Hearing to hear protests August 9, 1990 and objections, if any, and requests for exemp- tions to the Trash and Sewer Assessment, was changed to August 9, 1990, at 7:30 p.m. in the First Floor Conference Room at City Hall. ADJOURNMENT President Wahner declared the meeting adjourned at 8:50 p.m. M MIR gNv_� 11�� AME".01-MV •- Printed on RffWled Paper —8— Secretary s,, f •