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Minutes - Board - 1993-04-08n Costa Mesa Sanitary District Minutes of Board of Directors meeting held on April 8, 1993 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on April 8, 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. Director Scheafer led the Pledge of Allegiance. Director Reade led the Invocation. Roll Call: Directors Present: James Wahner, Nate Reade, James Ferryman, Mike Scheafer. Directors Absent: Art Perry, excused absence. Staff Present: Robin Hamers, Manager/Engineer; Roy June, Attorney; Florine Reichle, Assistant Manager /Clerk of the District; Susan Temple, Treasurer. • Others Present: Diane Semanko; Recording Secretary; Ricky J. Williams, student. President Wahner welcomed Ricky Williams who is attending the meeting as part of a school project. MINUTES OF MARCH 11, 1993: Hearing no corrections or additions, the minutes of March 11, 1993, were approved as presented. Motion made by Director Reade, seconded by Director Ferryman. Motion carried 4 -0. WRITTEN COMMUNICATIONS: Mr. Hamers reported on a letter received from Jim Evans, the president of ISDOC, referencing the April 22 meeting at the Country Side Inn. A speaker will be there to talk about state budget problems and LAFCO. Mr. Hamers reported it would be normal procedure for the District to pay for board and staff to attend. Mr. Hamers reported the yearly review by the Special District Risk Management Authority on February 9, 1993. The District received a clean bill • of health and there were no recommendations for changing any operating procedures. COSTA MESA SANITARY DISTRICT Page 2 • Minutes - Board of Directors meeting held on April 8,1993 Mr. Hamers reported on another letter from ISDOC concerning their desire to form a special district selection committee regarding distribution and use of special district augmentation funds. Mr. Hamers informed the board of the May 24 and 25 Governmental Affairs Conference in Sacramento. President Wahner suggested Director Ferryman attend the convention. Mr. Hamers will put this item on the May agenda for further discussion. Mr. Hamers informed the board of the Special District Finance Conference at Indian Wells on June 10 and 11, 1993. Mr. Hamers included an article from the April 7 Orange County Register on importing trash to landfill sites to raise revenue. MANAGER'S REPORT: OCCUPANCY REPORT: There has been an increase of 3 units in the occupancy report for solid waste • collection as of April 1, 1993; therefore, the total for April is 22,398. Motion to accept the report made by Director Reade, seconded by Director Ferryman. Motion carried 4 -0. Mr. Hamers reported it is recommended that the Board direct staff to prepare a warrant to Costa Mesa Disposal on May 1, 1993 for payment for April trash collection based on this occupancy report so long as contractor fulfills obligations of the agreement in the amount of $149,714.95. Motion to prepare a warrant made by Director Scheafer, seconded by Director Ferryman. Motion carried 4 -0. REFUNDS: Kurt Oertel, 24976 Acacia Lane, Lacuna Hills, CA 92653 Mr. Hamers reported there is a correction to the refund given this homeowner at the last meeting. The property is located at 416 Hamilton, Costa Mesa, Assessor's Parcel No. 419 - 171 -11. Owner is using Costa Mesa Sanitary District trash service; however, is being charged for 4 units and should be charged for 3 units. Staff recommends a refund of the overcharge for sewer and trash in the amount of $160.11. Staff is also recommending a cancellation of previously approved $587.28. • n r COSTA MESA SANITARY DISTRICT Page 3 Minutes - Board of Directors meeting held on April 8,1993 Motion made to cancel the previous refund by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. Motion to approve the recommended amount of refund, $160.11 for sewer and trash made by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. SAFETY COMMITTEE MINUTES: Mr. Harriers reported on the meeting held on March 18, 1993, and included a copy of the minutes in the Board packet. SOURCE REDUCTION AND RECYCLING ELEMENT CA - INTEGRATED WASTE MANAGEMENT: STATUS OF CITY'S WASTE PROGRAM: • Mr. Harriers reported the letter to Bill Morris had been sent proposing to enter into an agreement whereby the City would waive the entire $0.75 per ton charge to be levied on the District's hauler in exchange for the District performing certain administrative functions plus accepting liability for non - compliance of AB 939 requirements. The City agreed to waive the fee and asked the District to prepare a draft of the agreement. Staff has drafted the agreement. Motion to accept the first draft and have staff finalize with the City made by Director Scheafer, seconded by Director Reade. Motion carried 4 -0. WASTE DIVERSION REPORT FOR APRIL 1993: Mr. Hamers reported a 25.2 percent waste diversion for the month of March. Total Tonnage: 3,025.37 Tonnage recycled: 762.39 tons Motion to accept and file the report made by Director Reade, seconded by Director Ferryman. Motion carried unanimously. TREASURER'S REPORT: Ms. Temple introduced a new report which the District will receive every • month showing where the portfolio is invested. COSTA MESA SANITARY DISTRICT Page 4 • Minutes - Board of Directors meeting held on April 8,1993 Ms. Temple presented the financial statement. Motion to receive and file the report made by Director Ferryman, seconded by Director Scheafer. Motion carried unanimously. ENGINEER'S REPORT: PROJECT STATUS REPORT: Mr. Hamers reported there were no updates on the status report. The report was received and filed. DEVELOPMENT UPDATE: Mr. Hamers reported no updates. REVIEW OF SEWER PLANS: Mr. Hamers reported no updates. PROJECT 122 - JOINT REWORKING AND PIPE REPLACEMENT: Mr. Hamers requested awarding the contract to National Plant Services, the low bidder, for $61,931.82. Motion to award the contract to National Plant Services was made by Director Reade, seconded by Director Ferryman. Motion carried 4 -0. PROPOSAL TO PROVIDE INSPECTION SERVICES PROJECT 122: Mr. Hamers submitted a proposal to provide engineering services on an hourly basis as shown in the letter included in the packet. This proposal is not to exceed $10,400. Motion to accept proposal made by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. PROJECT NO. 130 - RECONSTRUCTION OF FORCE MATH FOR ELDEN PUMPING STATION (PHASE D: Mr. Hamers reported the project is split into two phases. The proposal is for all of Phase I for inspection services on an hourly basis not to exceed $14,536. Motion made by Director Reade, seconded by Director Scheafer. Motion carried 4 -0. • I 1 • COSTA :'�:'IESA SANITARY DISTRICT Page 5 Minutes - Board of Directors meeting held on April 8,1993 PROJECT 132 - RECONSTRUCTING VARIOUS SEWER LINES: Mr. Hamers presented a proposal to begin the design phase of the third project for joint reworking. The bid includes reviewing video tapes to determine the repair locations, preparing plans and specifications for construction, and putting the project out to bid. Motion to proceed with the design phase on an hourly basis not to exceed $9,600 made by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. ATTORNEY'S REPORT: Mr. June had no business to bring before the Board at this meeting. OLD BUSINESS: STATUS OF PENDING ITEMS: • Mr. Hamers reported no updates. CONTRACT EFFICIENCY STUDY: Mr. Hamers reported Ms. Temple has been reviewing the City's indirect costs and program for charging the Sanitary District for various services. Ms. Temple will be finalizing the report and have it to Mr. Hamers next week. Ms. Temple will do the study in- house. DISTRICT O<:'FICE REMODEL: Mr. Hamers rf ported the majority of the old furniture has been taken out and the remodel s?.ould be completed by the end of the month. President Wahner asked to have a letter sent to Bill Morris before the next meeting to thank him on behalf of the Board for his cooperation. The Board will be notified when the office is finished, and ready for visiting. Ms. Reichle will be gone the weeks of May 3 - 17 and will be back in the office on May 18. Mr. Hamers reported on the suggestion made by Director Reade concerning a • sign for the District. There will be new lettering, visible as you come out of 4 1, COSTA MESA SANITARY DISTRICT Page 6 • Minutes - Board of Directors meeting held on April 8,1993 the elevator, stating: City of Costa Mesa Public Services and Costa Mesa Sanitary District. The Board discussed declaring the old office furniture as surplus items since new furniture will be used for the remodel. The Board discussed directing staff to inventory said furniture and dispose of as appropriate. The inventory consists of one large supply cabinet, one three - drawer lateral file, one 1968 desk, three five - drawer files, two small wooden files, and a computer stand. Motion to declare said items as surplus and have staff dispose of as necessary made by Director Ferryman, seconded by Direction Reade. Motion carried 4 -0. LAFCO - SPECIAL DISTRICTS INFORMATION: Mr. Hamers reported on the LAFCO inventory of special districts. At this point in time, LAFCO WILL support and give assistance to districts who are considering consolidation. NEW BUSINESS: 1993 LARGE ITEM PICKUP PROGRAM: Mr. Hamers reported on the large item pickup program. Staff recommended including the program in the 1993 -1994 budget since the City has had to drop sponsorship of the program. Motion to continue the large item pickup for only residential properties serviced by Costa Mesa Sanitary District made by Director Ferryman, seconded by Director Scheafer. Motion carried 4 -0. Board also directed staff to draft a flyer to go out to residential customers in survey form concerning special services provided by the District and to come back to the Board with further information at the next meeting. WARRANT REPORT: Motion was made by Director Reade, seconded by Director Ferryman, authorizing the President and Secretary to sign Report No. 93 -10 instructing the Finance Director to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $377,120.53. Motion carried 4 -0. • ,k. a C • • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors meeting held on April 8,1993 ORAL COMMUNICATIONS: No communications reported. ADJOURNMENT: At 8:30 p.m., President Wahner declared the meeting adjourned. 9 President Secre ary Page 7