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Minutes - Board - 1993-01-21y Costa Mesa Sanitary District Minutes of Board of Directors Meeting held January 21, 1993 • is Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular adjourned session on January 21, 1993, 7:30 p.m., at the Civic Center, 77 Fair Drive, Costa Mesa. Director Wahner called the meeting to order at 7:30 p.m. Mr. Scheafer led the Pledge of Allegiance. Director Reade gave the Invocation. Director Wahner welcomed the new Director, Mike Scheafer. Mr. Scheafer was asked to stand and was duly sworn in as a new Director to fill the unexpired term of Harry Green until December 1994. Roll Call: Directors Present: James Wahner, Nate Reade, James Ferryman, Art Perry, Mike Scheafer (newly appointed). Staff Present: Roy June, Attorney; Robin Hamers, . Manager/Engineer, Florine Reichle, Assistant Manager /Clerk of the District; Susan Temple, Treasurer. Others Present: Becky Trinklein, Trinklein Secretarial Services; Diane Semanko, Recording Secretary. MINUTES OF DECEMBER 10, 1992, AND DECEMBER 4,1992: It was moved by Director Reade, seconded by Director Ferryman, that the minutes of December 10, 1992, be approved as distributed. Motion carried 5 -0. It was moved by Director Reade, seconded by Director Ferryman that the minutes of December 4, 1992, be approved as corrected. Motion carried 5 -0. Mr. Hamers referred to the study sessions on January 11 and January 12; four Directors were present at both meetings: Wahner, Ferryman, Reade and Perry. Director Reade moved to let the record show their attendance, and Director Ferryman seconded. Motion carried 5 -0. WRITTEN COMMUNICATIONS: Director Reade thanked everyone for the flowers sent during his recent hospitalization. Resignation from previous recorder Carmen Azua. M , COSTA MESA SANITARY DISTRICT Page 2 Minutes - Board of Directors Meeting held January 21, 1993 • Mr. Hamers spoke about the article in the Orange County Register regarding the new recycling ordinance that the City has passed and its effect on all the haulers in the City. Mr. Hamers spoke of the 1993 Special Districts Board Management Institute Program which will be held in San Diego on February 26, 27 and 28. Because information was not received in time to agenda this item, he asked if the Board would desire to declare it an urgency matter because the next regular board meeting would be too late to make the reservations. Director Reade made a motion, seconded by Director Ferryman to declare this item a matter of urgency and place it on the agenda. Motion carried 5 -0. Motion was made by Director Reade, seconded by Director Ferryman to send Directors Perry and Scheafer to the Institute and to pay their registration and expenses. Motion carried 5 -0. Mr. Hamers reported that staff has prepared a Director orientation to be held during a study session. Motion was made by Director Reade, seconded by Director Perry, to set a time for the study session on Tuesday, January 26, at 11:30 a.m. Motion carried 5 -0. Mr. Hamers reported that he, Bill Morris, and Florine Reichle took a tour of Costa Mesa Disposal's office on Placentia Avenue. Ray Rangel and Mr. Hamers have worked together to set his reporting system up to conform to the City's requirements under AB -939. Motion was made by Director Reade, seconded by Director Ferryman, to set up a time • for an adjourned meeting to discuss conformance with the City's new ordinance for Wednesday, February 3, at 11:30 a.m. Motion carried 5 -0. Staff was asked to contact Bill Morris and ask him to attend the session. MANAGER'S REPORT: OCCUPANCY REPORT: There has been a decrease of 27 units for solid waste collection as of January 1, 1993; therefore, the total for January is 22,471. Board directed staff to prepare a warrant to Costa Mesa Disposal on February 1, 1993, for payment for January based on this occupancy report and said payment to be ratified on February 1, 1993, in the amount of $150,202.91. Motion made by Director Ferryman, seconded by Director Reade. Motion carried 5 -0. REFUNDS: Hugh John Millov, 2116 Pomona, #3, Costa Mesa, CA 92627 Mr. Hamers presented a request for refund on 2116 Pomona, Costa Mesa, Assessor's Parcel No. 422 - 211 -33. Owner is being charged for 6 units and should be charged for 3 units. Amount of refund requested and recommended and is $480.33. Motion so made by Director Perry, seconded by Director Reade. Motion carried 5 -0. • I if 0 COSTA MESA SANITARY DISTRICT Page 3 Minutes - Board of Directors Meeting held January 21, 1993 Stan Robbins & Associates, 1702 Skvnark. #100. Irvine. CA 92714 Mr. Hamers presented a request for refund on 310 Victoria Street, Costa Mesa, Assessor's Parcel No. 419 - 071 -29. Owner is using a private trash service during 1992 -1993 tax year. Amount requested and recommended is $854.34. Motion so made by Director Ferryman, seconded by Director Reade. Motion carried 5 -0. Beam Griffith, 3013 Clubhouse Circle Costa Mesa CA 92626 Mr. Hamers presented a request for a refund on 3013 Clubhouse Circle, Costa Mesa, Assessor's Parcel No. 139 - 515 -39. Owner is using a private trash service during 1992- 1993 tax year. Amount requested and recommended is $142.39. Motion so made by Director Reade, seconded by Director Perry. Motion carried 5 -0. Thao Duc Tran, 14521 Bushard Avenue Westminster CA 92683 Mr. Flamers presented a request for a refund on 783 Shalimar, Costa Mesa, Assessor's Parcel No. 424 - 054 -05. Owner is using a private trash service. Request is for years 1991- 1992 and 1992 -1993 in the amount of $1,130.20. Staff recommends the refund be only for the 1992 -1993 tax year in accordance with Board policy in the amount of $569.56. Motion made by Director Reade, seconded by Director Perry, to refund $569.56. Motion carried 5 -0. William and Dorothy Adams, 220 Amherst Road ® Mr. Hamers asked to have the request for refund of trash assessment fees from William and Dorothy Adams removed from the agenda. Further staff investigation revealed that Mr. and Mrs. Adams believed that their Hauler -100 container was considered bin service when making this request. Emma Steineman, 200 Calabria Court Costa Mesa CA 92627 Mr. Flamers presented a request for a refund on 200 Calabria Court, Costa Mesa, Assessor's Parcel No. 439 - 181 -70. Owner is using a private trash service. Refund requested for the tax years 1991 -1992 and 1992 -1993 in. the amount of $282.55. Recommended amount of refund is $142.39 for the 1992 -1993 tax year. Motion made by Director Ferryman, seconded by Director Perry, to refund $142.39. Motion carried 5 -0. Don Galitzen 9770 James River Circle Fountain Valley, CA 92708 Mr. Hamers presented a request for a refund on 2201 Pacific, Costa Mesa, Assessor's Parcel No. 422 - 121 -14. Owner is using a private trash service. Requested and recommended amount is $1,281.51 for the 1992 -1993 tax year. Motion so made by Director Perry, seconded by Director Ferryman. Motion carried 5 -0. Kenneth Dixon. 3985 Warner Avenue Huntington Beach CA 92649 Mr. Hamers presented a request for a refund on 3032 Fillmore Way, Costa Mesa, Assessor's Parcel No. 141-134-20. Owner is using a private trash service. Requested and recommended amount of refund is $427.17 for the tax year 1992 -1993. Motion so made by Director Reade, seconded by Director Perry. Motion carried 5 -0. C r COSTA MESA SANITARY DISTRICT Page 4 Minutes - Board of Directors Meeting held January 21, 1993 Chau Van Ngo, 1574 Caraway Drive, Costa Mesa CA 92626 Mr. Hamers presented a request for a refund on 1574 Caraway Drive, Assessor's Parcel No. 139 - 492 -23. The years requested were 1989 -1990 through 1991 -1992. As the request is not within the current fiscal year, staff recommended denial. Motion made by Director Perry, seconded by Director Reade, to deny the refund. Motion carried 5 -0. SOURCE REDUCTION AND RECYCLING ELEMENT CA - INTEGRATED WASTE MANAGEMENT PLAN: STATUS OF CITY'S PROGRAM: It was decided to discuss this at the adjourned meeting on Wednesday, February 3, 1993. WASTE DIVERSION REPORT FOR DECEMBER 1992: Mr. Hamers reported a 24.61 percent waste diversion. Total Tonnage: 2,607.87 Percent Recycled: 670.93 tons Director Wahner asked about an anti- scavenger law; Mr. Hamers reported that it is already under consideration by the City. Attorney June proposed the District show its support by letter to the City, and it was decided to discuss the issue at the February 3, • 1993 meeting when the City will be present. SAFETY COMMITTEE: Mr. Hamers provided the minutes of the Costa Mesa Sanitary District Safety Committee meeting held December 17, 1992. It is made up of office and field staff. It was ratified by the Board and will be sent to the insurance carrier. Director Wahner complimented Mr. Hamers on a job well done. TREASURER'S REPORT: FINANCIAL REPORT: Ms. Temple reported on the financial report dated December 31, 1992. This is the first month that will show a positive cash flow, because 95% of the revenue is included with property tax assessment and the District must wait for the County to dispense funds. Motion to accept Financial Report as presented made by Director Ferryman, seconded by Director Reade. Motion carried unanimously. AUDIT REPORT: Ms. Temple presented the Independent Auditor's Report of June 30, 1992. The report showed no deficiencies. Motion to receive and file was made by Director Wanner, seconded by Director Reade. Motion carried unanimously. • COSTA MESA SANITARY DISTRICT Page 5 ,. Minutes - Board of Directors Meeting held January 21, 1993 • Ms. Temple reported that the Governor has submitted his budget for 1993 -1994. In past years the District has received $160,000 in property tax revenue. Last year the Governor took approximately $60,000 of that revenue and diverted it into schools in an attempt to balance the State budget. His, proposal for 1993 -1994 would take an additional 45% of the $160,000 base ($72,000) for 1993 -1994, leaving only $28,000. No action needed and staff will plan for this in the future. Ms. Temple will keep the Board informed of any updates on this information. ENGINEER'S REPORT: PROJECT STATUS REPORT: Mr. Hamers presented the report on the sewer construction projects and sewer related projects, and the status of each as of the beginning of the month, including the design phase and the construction phase. Director Wahner moved to receive and file, Director Reade seconded the motion. Motion carried unanimously. Mr. Hamers reported on a quitclaim deed which had been previously approved by the Board on February 8, 1990, and sent to the County Recorder. The deed, however, never showed up as a recorded document, so the owner of the property, C.J. Segerstrom, sent a request for reexecution by the Board of Directors. Staff recommends approval. Motion • was made by Director Wahner, seconded by Director Ferryman, for approval of the quitclaim deed at 3535 Harbor Boulevard. Motion carried 5 -0. Mr. Hamers reported on the status of Project No. 130, Elden Avenue Pumping Station Force Main in coordination with a City street repaving project. Mr. Hamers will continue to apprise the Board of the status of the project since a portion of the line may have to be installed by the City's contractor under a change order. ATTORNEY'S REPORT: RESOLUTION NO. 93 -220 -A - ANNEXATION NO. 245 - Mesa Verde Country Club and Golf Course. Director Ferryman made a motion, seconded by Director Reade that Resolution No. 93- 220 -A, being "A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COUNTY OF ORANGE, ORDERING TERRITORY DESIGNATED AS ANNEXATION 245 ANNEXED TO THE COSTA MESA SANITARY DISTRICT" be adopted. Motion carried 5-0. RESOLUTION 93 -221 -A - ANNEXATION NO. 243 - Pinecreek Village Director Ferryman made a motion, seconded by Director Perry that Resolution No. 93- 221 -A, being "A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COUNTY OF ORANGE, ORDERING • COSTA MESA SANITARY DISTRICT Page 6 Minutes - Board of Directors Meeting held January 21, 1993 I • TERRITORY DESIGNATED AS ANNEXATION NO. 243 ANNEXED TO THE COSTA MESA SANITARY DISTRICT" be adopted. Motion carried 5 -0. GARY WILLIAMS CLAIM: Mr. Williams has presented a claim to the Sanitary District for the services of a plumber. It was determined that the sewer problem was the result of the sewer main line being plugged. Motion was made by Director Reade, seconded by Director Perry, to pay the claim for $89.00 and to send the check immediately. Motion carried 5 -0. OLD BUSINESS: PENDING ITEMS: Mr. Hamers briefly reviewed the items on the list. The last item, Revision of Ordinances and Policies, is being worked on presently. Directors received and filed the report. DISTRICT OFFICE REMODEL: Mr. Hamers reported continuing discussions with the City on the district office remodeling. DELETION OF MAINTENANCE SUPERVISORS POSITION: • Mr. Hamers reported on the deletion of the Maintenance Supervisor position and the restructuring of the job descriptions and personnel involved. The net savings to the District will be $40,764, not including fringe benefit savings. BOARD VACANCY AND APPOINTMENT AS DIRECTOR AND APPOINTMENT AS ALTERNATE TO OCSD DISTRICT 7: It was noted that Director Scheafer was sworn in earlier at this meeting. Subsequently, Director Scheafer was appointed to Orange County Sanitation District #7 as an alternate representative. DISTRICT NAME CHANGE: Directors and staff will submit suggested names. TELEPHONE BOOK RECYCLING PROGRAM: Mr. Hamers reported on the totals of the program showing the location of each bin and how many books were collected at each. He further stated bins can be moved around, and a new location can be added at any time. 0 ` COSTA MESA SANITARY DISTRICT page 7 Minutes - Board of Directors Meeting held January 21, 1993 Director Wahner proposed that a letter of commendation be sent to Orange Coast College Recycling Center for having collected so man y telephone books, and a commendation to Florin Reichle for her work on' the District's special programs. Director Perry made the motion, Director Reade seconded. Motion carried unanimously. CHRISTMAS TREE RECYCLING PROGRAM: Ms. Reichle reported that the program was completed in a two-week period, and 10,000 trees were recycled this year, a little bit more than last year. Mr. Harriers noted that he had just recently sent a letter to Costa Mesa Disposal thanking them for their participation in the District's special programs., NEW BUSINESS: MEMBERSHIP RENEWAL: Mr. Hamers reported the membership renewal for Independent Special Districts is $50.00. Motion to renew membership was made by Director Ferryman, seconded by Director Perry. Motion carried 5 -0. RESOLUTION 93 -530 - COMMENDING HARRY GREEN: Motion was made by Director Reade, seconded by Director Ferryman, that Resolution No. 93 -530, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT COMMENDING HARRY S. GREEN FOR TWELVE YEARS OF LOYAL AND PRODUCTIVE SERVICE TO THE DISTRICT AS A DIRECTOR, be adopted. Motion carried 5 -0. WARRANT REPORT: Motion was made by Director Reade, seconded by Director Ferryman, authorizing the President and Secretary to sign Report No. 93 -07, instructing the City of Costa Mesa to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $360,645.74. Motion carried 5 -0. ORAL COMMUNICATIONS: Mr. Harriers again welcomed Mike Scheafer as a new Director and expressed staff's desire to assist Director Scheafer with any questions that he may have. • COSTA MESA SANITARY DISTRICT Page 8 Minutes - Board of Directors Meeting held January 21, 1993 • Director Ferryman and Director Wahner attended the Orange County Sanitation District's meeting last week. OCSD voted to donate their surplus valves and pumps to the City of Tijuana, Mexico, to assist them in their recovery from the recent flood damages. ADJOURNMENT: At 8:30 p.m. President Wahner adjourned the meeting to Wednesday, February 3, 1993, at 11:30 a.m., in the Fifth Floor Conference Room of the Costa Mesa Civic Center. C President Secretary • •