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Minutes - Board - 1993-09-16COSTA MESA SANITARY DISTRICT • Minutes of Board of Directors Meeting held September 16, 1993 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on September 16, 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 Perry led the Pledge of Allegiance. Director Reade gave the Invocation. Roll Call: Director Present: James Wahner, Nate Reade, James Ferryman, Art Perry, Mike Scheafer. Staff Present: Roy June, Attorney; Robin Hamers, Manager/ Engineer; Florine Reichle, Assistant Manager/ Clerk of the District; Susan Temple, Treasurer. Others Present: Diane Semanko, Recording Secretary. MINUTES OF AUGUST 19,1993: • The minutes of August 19, 1993, were approved unanimously as presented. WRITTEN COMMUNICATIONS: Mr. Hamers presented a letter from the L.A. Times showing Western Waste being acquired by Browning - Ferris, also known as BFI. Western Waste is one of the larger haulers in the area. BFI is the second largest in the nation. Mr. Hamers presented an article from the Orange County Register noting the District's low 1.43% increase in trash rates. Mr. Hamers spoke to Hector Castro the reporter from the Register. Mr. Hamers presented an article from the Daily Pilot. Ms. Reichle spoke to Marnie McLeod, the reporter for the paper, concerning the low increase in the trash rates. Mr. Hamers presented a notification of a Thursday, September 30, 1993, ISDOC meeting at the Country Side Inn. Jim Colangelo the Executive Director of the Local Agency Formation Commission of Orange County will be the speaker. The topics to be discussed will provide information concerning what is going to happen to special districts in Orange County. President Wahner proposed that Jim Flora attend the District `meetings as a representative from LAFCO. COSTA MESA SANITARY DISTRICT Page 2 Minutes - Board of Directors Meeting held September 16, 1993 • Mr. Hamers reported asking LAFCO to put the District on their mailing list for minutes and other correspondence due to the importance of issues being considered by LAFCO. MANAGER'S REPORT: OCCUPANCY REPORT: Mr. Hamers reported due to the annual updating of tax assessment roll, there was a 30 unit increase and staff subtracted 4 units as a correction. There has been an increase in solid waste collection of 26 units as of September 1, 1993; therefore, the total for September is 22,382. Staff recommends that the Board direct staff to prepare a warrant to Costa Mesa Disposal on October 1, 1993, for payment of September trash collection based on this occupancy report so long as contractor fulfills obligations of agreement. Said payment in the amount of $153,809.10 to be ratified on October warrant list. Motion to accept the report as presented made by Director Ferryman, seconded by Director Perry. Motion carried 5 -0. Motion to prepare the warrant on October 1, 1993, for $153,809.10 to Costa Mesa Disposal made by Director Reade, seconded by Director Scheafer. Motion carried 5 -0. REFUNDS: • Med -Inv, 419 E. 17th Street, #200, Costa Mesa, -CA 92627 Mr. Hamers presented a request for a refund of trash assessment fees on the property located at 985 Mission, Assessor's Parcel No. 141 - 664 -19, for the tax year 1988 -1989 through 1992 -1993. Owner is using a private trash service. Staff recommends in accordance with District policy to refund 1992 -1993 tax year trash assessment in the amount of $569.56. Motion so made by Director Reade, seconded by Director Perry. Motion carried 5 -0. Tuttle Development, 3185 Airway. BldL-. D Mr. flamers presented a request for a refund of the developer's cost of sewer permit because the developer was charged twice for the same permit. Staff recommends refund of $191.00, the amount of the sewer permit. Motion so made by Director Ferryman, seconded by Director Perry. Motion carried 5 -0. SOURCE REDUCTION AND RECYCLING ELEMENT CA - INTEGRATED WASTE MANAGEMENT: STATUS OF CITY'S WASTE PROGRAM: Mr. Hamers reported the City adopted the fee resolution effective July 1, 1993, so the City won't be receiving quarterly reports from any of the haulers until October 1993. It will be towards the end of this year before the City knows how much tonnage is coming out of the City, whether it matches what is in the • SRRE. • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held September 16, 1993 SRRE EDUCATIONAL PROGRAM: Page 3 Mr. Hamers reported that he and Ms. Reichle met with the editor, Steve Marbel, and Marnie McLeod of the Daily Pilot to present a series of household hazardous waste articles for the paper to publish as a community service thereby notifying all residents of what they can do about their own waste and at the same time the publication will qualify as education credit. Staff is attempting to go through all means that have no cost associated with them. Also presented along with the household hazardous waste information was a composting brochure the paper can publish as a community service. Staff will keep the Board informed. WASTE DIVERSION REPORT FOR AUGUST 1993: Mr. Hamers reported 25.63% waste diversion for the month of August. Total Tonnage: 2,813.82 Tonnage Recycled: 721.27 Staff recommends acceptance of the report. Motion so made by Director Reade, • seconded by Director Scheafer. Motion carried 5 -0. SPECIAL RECYCLING PROGRAMS: Mr. Hamers reported on the telephone book and Christmas tree recycling programs which will be forthcoming. Ms. Reichle met with Pacific Bell Directory, and they will be bearing the costs for advertising, mailing, flyers, posters, et cetera. Mr. Hamers reported meeting with the City concerning whether the District will continue the programs (large item pickup, telephone books, Christmas trees). Staff supports keeping the programs and working with the City on the AB 939 fee waiver agreement, and reevaluating the - programs next year based on the agreement. TREASURER'S REPORT: FINANCIAL REPORT: Ms. Temple presented the financial statements as of August 31, 1993. TREASURER'S REPORT FOR THE MONIES ON DEPOSIT: Ms. Temple presented the report showing the District's portfolio for the month • of July 1993. The report was received and filed. • COSTA MESA SANITARY DISTRICT Page 4 Minutes - Board of Directors Meeting held September 16, 1993 DOCUMENT DESTRUCTION: Ms. Temple presented a request for document destruction of items per the records retention recommendations of February 1983. Motion to recycle documents made by Director Reade, seconded by Director Perry. Motion carried unanimously. ENGINEER'S REPORT: PROJECT STATUS REPORT: Mr. Hamers presented the report. It was received and filed. PROJECT 122 - REWORKING/PIPE REPLACEMENT: Mr. Hamers reported the work done with link pipe sleeves went very well and the cost was low. This type of work will be looked to in the future as an alternative to reconstructing the pipe by excavation. Staff recommends the acceptance of the improvements, filing of the notice of completion, authorizing • payment of retention, and exoneration of bonds. Motion to accept improvements as completed and file a notice of completion on Project No. 122 made by Director Ferryman, seconded by Director Perry. Motion carried 5 -0. Motion to authorize payment of retention and exoneration of bonds as stated in letter from Mr. Hamers made by Director Reade, seconded by Director Scheafer. Motion carried 5 -0. PROJECT 126 - RECONSTRUCTION OF VARIOUS SEWER LINES: Mr. Hamers presented the results of bid opening held on August 26, 1993, for :the project. The engineer's estimate was $99,000 for 33 different locations. The low bid is $90,350, and low bidder meets all requirements of the contract. Staff recommends award of the contract in the amount of $90,350 to Grgo & Gordon Grbavac Construction Company. Motion to award the contract to the low bidder made by Director Reade, seconded by Director Perry. Motion carried 5 -0. Mr. Hamers presented the proposal to provide inspection services for inspection of that contract. The proposal is from Robin Hamers and Associates to provide inspection services at the hourly rates as shown, not to exceed $12,080. Motion to accept the proposal to provide inspection services made by • Director Perry, seconded by Director Reade. Motion carried 5 -0. C7 COSTA MESA SANITARY DISTRICT Page 5 Minutes - Board of Directors Meeting held September 16, 1993 PROJECT 135 - RECONSTRUCTION OF FORCE MAIN FOR ELDEN PUMPING STATION (PHASE II): Mr. Hamers presented a report on Phase I and Phase II. Bids for Phase I were previously opened and contract awarded, and construction will begin in about a month. This proposal is to begin the design of Phase II at the hourly rates as shown, not to exceed $10,000. Motion to begin the design phase made by Director Ferryman, seconded by Director Perry. Motion carried 5 -0. ATTORNEY'S REPORT: CITY/DISTRICT AGREEMENT: Mr. June presented a draft agreement that is acceptable to District and City staffs. Recommendation is to adopt the agreement and sign at a later time after consideration by the City Council. Motion was made by Director Scheafer to approve the agreement as presented with the understanding that after the City's study session there may be some minor changes made. Motion was seconded by Director Perry and carried 5 -0. • AB 939 AGREEMENT: Mr. June presented a draft agreement that is acceptable to District and City staffs. Recommendation is to adopt the agreement and sign at a later time after consideration by the City Council. Motion was made by Director Scheafer to approve the agreement as presented with the understanding that after the City's study session there may be some minor changes made. Motion was seconded by Director Perry and carried 5 -0. Motion to approve the agreement on AB 939 as presented made by Director Perry, seconded by Director Scheafer. Motion carried 5 7.0. OLD BUSINESS: STATUS OF PENDING ITEMS: Mr. Hamers presented the report. LARGE ITEM PICKUP PROGRAM - PROJECT TONNAGE REPORT: Mr. Hamers reported the tonnage report shows a 53 percent increase from last year, having collected 473 tons of large items. • 0 COSTA MESA SANITARY DISTRICT Page 6 Minutes - Board of Directors Meeting held September 16, 1993 Mr. Hamers reported the ongoing compiling of the survey cards and results of the survey and the costs will be presented to the Board as soon as it is completed. NEW BUSINESS: RESOLUTION NO. 93-536 AUTHORIZING CASTING OF PROXY VOTE AT SDRMA ANNUAL MEETING: Mr. Hamers reported the need to have a representative at the meeting. Staff recommends Donald Snavely, General Manager of Midway City Sanitary District, as the representative. Motion was made by Director Reade, seconded by Director Perry that Resolution 93 -536, being A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING THE CASTING OF A PROXY BALLOT AT THE 1993 ANNUAL MEETING OF THE MEMBERS OF SDRMA, be adopted. Motion carried 5 -0. It was further requested that staff direct Mr. Snavely to cast the District vote in favor of the changes in the bylaws and to elect Jim Evans and Bruce Buel to the Board of Directors. • WARRANT REPORT: Motion made by Director Ferryman, seconded by Director Perry, authorizing the President and Secretary to sign Report No. 94 -03, instructing the Treasurer to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $380,780.08 as presented in the report. Motion carried 5 -0. ORAL COMMUNICATIONS: There were no oral communications to report. ADJOURNMENT: At 8:25 p.m. Director Wahner adjourned the meeting. President Secretary •