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Minutes - Board - 1995-02-09• COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held February 9, 1995 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on February 9, 1995, 6:00 p.m., at the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance. Director Reade gave the Invocation. Roll Call: Directors Present: James Ferryman, Arthur Perry, Nate Reade, Arlene Schafer, Dan Worthington Staff Present: Robin Hamers, Manager/Engineer; Alan Burns, General Counsel; Florine Reichle, Assistant Manager /Clerk of the District; Susan Temple, Treasurer; Dawn Guastella, Permit Specialist Others Present: Mr. Paul Shoenberger; Resident, 923 Joann Street. • MINUTE APPROVAL MINUTES OF REGULAR MEETING - JANUARY 12, 1995 Director Schafer moved acceptance of the minutes of the regular meeting, January 12, 1995. Director Reade seconded. No discussion was held. Motion to approve the minutes as written approved unanimously. MINUTES OF STUDY SESSION REPORT - JANUARY 9, 1995 Director Reade motioned to approve the Study Session report, January 9, 1995, attended by President Ferryman, Directors Perry, Schafer, Reade and Worthington. Staff members present were Mr. Robin Hamers, Mr. Alan Burns, Ms. Florin Reichle, Ms. Susan Temple and Ms. Reba Coulter. Director Schafer seconded. No discussion was held. Motion to approve the report approved unanimously. WRITTEN COMMUNICATIONS Mr. Hamers reports receipt of a check from the State of California in the amount of $16,356.00 representing a partial reimbursement from the State Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA) for replacement of damaged sewer line on Adams Avenue. This pipeline was damaged during the '94 is Northridge earthquake. An additional reimbursement of $1,759.00 is expected for a total of $18,115.00. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Page 2 MANAGER'S REPORT OCCUPANCY REPORT Mr. Hamers reported no increase or decrease in the occupancy report for solid waste collection as of February 1, 1995. Therefore, the total for February is 22,125. Staff recommends the acceptance of the count. Director Perry motions to accept the count as presented. Director Schafer seconded. Motion to accept the count approved unanimously. Mr. Hamers recommended that the Board direct staff to prepare a warrant for $156,206.93 to Costa Mesa Disposal on March 1, 1995 for payment for February trash collection based on the February count of 22,125. Motion made by Director Reade, seconded by Director Perry. Motion approved unanimously. SOURCE REDUCTION AND RECYCLING ELEMENT - AB939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Solutions/Enforcement Mr. Hamers reports no further communication from the Costa Mesa Police Department regarding the enforcement officer for anti - scavenging. Ms. Guastella reported that the police department did respond to the calls she placed requesting Is enforcement. Ms. Guastella has requested the Costa Mesa Police Department furnish a list or copy of citations issued. SRRE EDUCATIONAL PROGRAM Reduced Hours at County HHW Drop Off Locations Mr. Hamers reports receipt of a letter from Mr. Murry L. Cable, Director of the Integrated Waste Management Department (IWMD) advising of a reduction of operating hours of the Orange County Regional Household Hazardous Waste Collection Centers. Effective February 6, 1995, the four centers will be open on Saturdays only, from 9:00 a.m. to 2:00 p.m. or until 100 cars have been received. President Ferryman directed staff to prepare a letter to the County reflecting the Board's concern about the reduction and its effect on the safety and welfare of the residents of Orange County. A suggestion to approach the Federal Government and the State of California requesting grant money will also be included. WASTE DIVERSION REPORT Correction to November 1994 Report Mr. Hamers reports receiving a subsequent report to the initial November 1994 • report changing the percentage of waste recycled to 25.75 %. Tonnage and billing were unaltered by this subsequent report. r r� u COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Waste Diversion Report for January 1995 Mr. Hamers reported 27.6% waste diversion for the month of January. Total Tonnage: 2,818.72 Tonnage Recycled: 777.98 Page 3 President Ferryman directed the Waste Diversion Report for January 1995 be received and filed. TREASURER'S REPORTS Financial Report Ms. Temple presented the financial statements as of January 31, 1995. Motion to receive the report as presented made by Director Reade, seconded by Director Schafer. Motion carried 5 -0. Treasurer's Report of Monies on Deposit Ms. Temple presented the report showing the District's portfolio for the month of December, 1994. Director Perry motioned to receive and.file the report. Director Schafer • seconded. Motion carried 5 -0. Orange County Treasurer's Pool Update President Ferryman discussed various options available to the District. A decision was reached to delay taking a position until attending a meeting of the creditor's committee Wednesday, February 15, 1995, at the City of Irvine and benefitting from the input of other creditors. Mr. Burns, General Counsel, reported to the Board on the current status of the contract for bankruptcy counsel services with Mr. Tom Coleman. Mr. Burns reported receipt of a document requiring signature, an agreement to split the cost of counsel with the City of Costa Mesa and the Costa Mesa Sanitary District. Mr. Burns was notified that the Costa Mesa Sanitary District's share to date totals approximately $35,000.00. Director Reade motioned to direct Mr. Burns to issue a letter suspending the legal services on the District's behalf unless and until a definite contract is in place providing a clear understanding of the legal representation. Director Schafer seconded. Motion carried 5 -0. A closed session to enable further discussion was scheduled for Thursday, February 16, 1995, at 12:00 p.m. Meetings of 1/27 and 2/1 • Mr. Hamers reported the meetings of January 27, 1995, and February 1, 1995, resulted in determining the need to place more political pressure on the County Board of Supervisors to refund the investors 100% of their money. y COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Page 4 • District Investment Policy Select Investment Oversight Committee Members and Set Meeting Date Mr. Hamers reported the commencement of an Oversight Committee, consisting of two Board members, the manager, the treasurer and the treasurer's assistant to meet quarterly, beginning at 5:30 p.m., April 13, 1995. President Ferryman and Director Reade will be the Board members at the April 13, 1995 Oversight Committee Meeting. Board members will alternate in this capacity, with new Board members being appointed quarterly. Resolution - Endorsing Susan Temple, District Treasurer Director Reade motioned to adopt RESOLUTION NO. 95 -572: A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ENDORSING THE PERFORMANCE OF THE DISTRICT'S TREASURER. Director Perry seconded. Motion carries 4 -0. Director Worthington abstained. A copy of the resolution with cover letter will be sent to the City Manager and the City Council. WARRANT REPORT Motion made by Director Reade, seconded by Director Perry, authorizing the President and Secretary to sign Report No. 95 -08, instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $360,797.21. Motion carried 5 -0. • LOCAL MEETINGS LAFCO Meeting January 26, 1995/Election Results Mr. Hamers reports on the January 26, 1995 LAFCO meeting attended by Director Ferryman, Director Perry, and Director Schafer. The LAFCO Representatives for Special Districts were elected, John Withers from Irvine Ranch Water District, Bob Huntley from Municipal Water District of Orange County for the two year term, and Phil Anthony as the alternate. ISDOC Executive Board Director Schafer notified Board members of the quarterly ISDOC meeting to be held on March 30, 1995, 6:30 p.m. reception, 7:00 p.m. dinner at the Westin Hotel. Mr. Hamers advised the Board of two studies, one by USC, and one by the League of Cities. The League of Cities discussion paper comments on the problems in government. The Special District Consolidation report by USC contains exceptional information pertaining to the continuance of special districts. Mr. Hamers further advised the Board of a special meeting on Monday, February 13, 1995, at 7:00 p.m. discussing the privatization of the • Santa Margarita Water District. Ili COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Page 5 • OCSD President Ferryman reported to the Board the Orange County Sanitation District meeting of February 8, 1995, wherein a new General Manager, Don McIntyre was hired. Mr. McIntyre has background in city management and is expected to hold the position for the next three to five years. Review CMSD Appointed Representatives Mr. Hamers advised the Board of the three -month review of the CMSD appointed representatives selected in December of 1994 consisting of Director Ferryman as representative, Director Perry as first alternate, and Director Schafer as second alternate. It was determined that the panel of representatives remain as currently formed with a review monthly. Safety Committee Attendance at SDRMA Workshops Mr. Hamers reports attendance at the SDRMA workshops by Ms. Dawn Guastella and Mr. Gerry Vasquez. • Use of Police Department EOC During Emergency Mr. Hamers advised the Board that the City of Costa Mesa has not finalized the emergency meeting location for the Costa Mesa Sanitary District members. Mr. Alan Roeder will notify the Board when a final location is determined. ENGINEER'S REPORT Project Status Report Mr. Hamers reports the near completion of project No. 1112100 -135, Reconstructing Force Main for Elden Pumping Station (Phase II). The report was received and filed. Development Update Mr. Hamers declared there was nothing to report. ATTORNEY'S REPORTS Complaint - Diane Olcott, Adams Avenue Occurrence in March, 1994 Mr. Hamers reports the complaint from Ms. Olcott while rollerblading on Adams Avenue. The claim was originally rejected and a complaint by Ms. Olcott has been filed which has been forwarded to SDRMA. • Mr. Burns will monitor and report to the Board on the case being handled by Mr. Vincent LaPointe appointed by SDRMA. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Page 6 • OLD BUSINESS STATUS REPORT - PENDING ITEMS Mr. Hamers declares there is nothing to report, there are no pending items. CREATIVE MANAGEMENT SOLUTIONS - FINANCIAL STUDY - PHASE H FINAL REPORT Mr. Hamers notified the Board that the mayor of Costa Mesa, Mr. Erickson, is working on enhancing relations between the City Council, the Water District, and the Costa Mesa Sanitary District. 1994 TELEPHONE BOOK RECYCLING PROGRAM Mr. Hamers related a conversation with Pacific Bell Directory discussing the involvement of the school district in the recycling of telephone books. Mr. Hamers reported that staff will be meeting with the City Department of Public Services and proposing a plan to include the schools and make them the beneficiary of any monetary allotment garnered from the recycling of telephone books. Director Worthington further suggested a proposal to the phone company wherein a deposit of $1.00 will be levied for each phone book delivered, with that deposit being redeemable by the school district through their recycling program. Homeowners would • be eligible to obtain the refund of the $1.00 or chose to donate the phone book to the school children. The schools would then receive the recycling money in addition to the deposit from all phone books they collect. Mr. Hamers will set up a meeting with Pacific Bell Directory to discuss this proposition. 1994 CHRISTMAS TREE RECYCLING PROGRAM Ms. Reichle reported a successful program with 8,124 trees recycled. The mulch from those trees was used at the Costa Mesa Fairgrounds, the location of the 1994 Christmas tree recycling. NEW BUSINESS REPORT - CONVERTING TO FULLY AUTOMATED TRASH COLLECTION Mr. Hamers reported to the Board on the study from Costa Mesa Disposal on the potential savings of converting to fully automated trash pickup system. The study concluded that there would be no financial benefit to the Costa Mesa Sanitary District to implement this plan. Staff recommended that this report be received and filed. Additionally, staff will monitor and report to the Board every six months on the progress of CR Transfer to sort green waste and the review and update of all available options for meeting 50% diversion by the year 2000. Discussions will be initiated with CR Transfer regarding their contract which expires October 31, 1996. is COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held February 9, 1995 Page 7 Costa Mesa Chamber of Commerce Community Summit Meeting Director Ferryman reported on the Summit Meeting of February 24, 1995, to discuss emergency preparedness. Director Perry will attend. Discussion was held regarding the Costa Mesa Sanitary District possibly hosting the next Community Summit Meeting. CA SPECIAL DISTRICTS MEMBERSHIP RENEWAL Mr. Hamers reported to the Board on the renewal notification of dues in the amount of $1671.00 for the 1995 California Special Districts Association (CSDA) membership. Director Reade moved for approval of the membership renewal, Director Worthington seconded. Motion carried 5 -0. ORAL COMMUNICATIONS Director Worthington commented on his candidacy for the 35th Senate District. Ms. Reichle notified the Board of the retirement party planned for March 10, 1995, at the Red Lion Inn, cocktails at 6:00 and dinner at 7:00. Ms. Reichle further commented regarding Mr. Jim Wahner's appointment to the County Waste Commission. 0 ADJOURNMENT At 8:05 p.m. Director Ferryman adjourned the meeting to February 16, 1995, at 12.00 p.m. Presid •