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Minutes - Board - 1995-03-094 COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held March 9, 1995 • Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on March 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 Worthington 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 Others Present: None • MINUTE APPROVAL MINUTES OF REGULAR MEETING - FEBRUARY 9, 1995 Director Schafer moved acceptance of the minutes of the regular meeting, February 09, 1995. Director Perry seconded. No discussion was held. Motion to approve the minutes as written approved unanimously. MINUTES OF ADJOURNED MEETING - FEBRUARY 16, 1995 Director Perry moved acceptance of the minutes of the adjourned meeting, February 16, 1995. Director Reade seconded. No discussion was held. Motion to approve the minutes approved unanimously. WRITTEN COMMUNICATIONS Mr. Hamers reported a letter to Mr. Mike Carey of Orange Coast College Recycling Center thanking them for their assistance in the 1994 telephone book recycling program and enclosing a check for $100 from Costa Mesa Disposal as a contribution towards their recycling program. Mr. Hamers further reported a letter to Mr. Ed Decker of Coastline Community College • thanking them for their assistance in the 1994 telephone book recycling program and enclosing a check for $100 from Costa Mesa Disposal. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 Page 2 Mr. Hamers informed the Board of the quarterly meeting of ISDOC, Thursday, March 30, at 6:30 p.m. The meeting will be at the Westin South Coast Plaza Hotel in Costa Mesa. Mr. Hamers reported a response from Mr. Murry L. Cable of the Integrated Waste Management Department regarding a letter from the Costa Mesa Sanitary District on the closing of Household Hazardous Waste drop -off facilities stating the reasons for curtailing the hours of operation. PUBLIC COMMENTS There were no public comments made. REPORTS MANAGER'S REPORT OCCUPANCY REPORT • Mr. Hamers reported a decrease of five units in the occupancy report for solid waste collection as of March 1, 1995. Therefore, the total for March is 22,120. Staff recommends the acceptance of the count. Director Reade motions to accept the count as presented. Director Perry seconded. Motion to accept the count approved unanimously. • Mr. Hamers recommended that the Board direct staff to prepare a warrant for $156,171.62 to Costa Mesa Disposal on April 1, 1995, for payment for March trash collection based on the March count of 22,120. Motion made by Director Perry, seconded by Director Schafer. Motion approved unanimously. REFUND Beauchamp - Approval Mr. Hamers reports a refund request from Canyon Cove Homeowners Association. Mr. Paul Beauchamp, the representative of Canyon Cove Homeowners Association, stated he did not pay the $826.40 to the County, and has a letter from the County recognizing the area as a common area not required to pay. Staff recommends no refund be made, but a permanent exemption be recorded. Director Perry motioned to record a permanent exemption. Director Schafer seconded. Motion approved unanimously. SOURCE REDUCTION AND RECYCLING ELEMENT - AB939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Solutions/Enforcement Mr. Hamers reports receipt of two memos, the first to Bill Morris from David • Snowden regarding the number of complaints and citings. The second memo from Rick Johnson supplies further detail on the scavenger calls. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 Page 3 Director Schafer reported meeting with Mr. Allan Roeder regarding the information from David Snowden and Bill Morris. Director Schafer recommended directing staff to prepare a letter to the City Manager requesting furtherance of action on the anti - scavenging problem. President Ferryman recommended attendance at a seminar, Wednesday, March 15, 1995, 8:30 to noon, and implementation of the suggested solutions, if any, into the construction of the letter to the City Manager. Director Worthington, Mr. Hamers and Ms. Reichle plan to attend the seminar. SRRE EDUCATIONAL PROGRAM Mr. Hamers states there is nothing to report. WASTE DIVERSION REPORT Waste Diversion Report for February 1995 Mr. Hamers reported 27.91% waste diversion for the month of February. Total Tonnage: 2,317.73 Tonnage Recycled: 693.46 • President Ferryman directed the Waste Diversion Report for February 1995 be received and filed. LOCAL MEETINGS Local Agency Formation Commission Mr. Hamers states there is nothing to report on LAFCO. Independent Special Districts /Orange County Executive Board Meeting Director Schafer reported the formation of a study committee. The summary decision from the study committee was a recommendation to the ISDOC Executive Board not to support the privatization of the Santa Margarita Water District by California American Water Company. Director Schafer further reported a special meeting scheduled for April 27 at 7:00 p.m. Meeting of 2 -28 -95 /Santa Margarita Water District is President Ferryman declared that the need arose after the agenda was prepared to take immediate action to address the subject of support of the Santa Margarita COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 Page 4 Water District. Director Perry motioned to add the item to the agenda. Director Schafer seconded. Motion carried 5 -0. Discussion was held and Director Perry motioned to support leaving the Santa Margarita Water District as a government entity rather than a private company. Director Reade seconded. Motion carried 5 -0. Orange County Sanitation Districts Regular Meeting Director Ferryman reported OCSD hired a new general manager, Don McIntyre. A study is being conducted to examine consolidating their districts and their Boards. Review CMSD Appointed Representatives No discussion was held and this item will be rescheduled for discussion in three months. SAFETY COMMITTEE Police Department Emergency Operations Center District Use During Emergency Mr. Hamers reported that upon Director Schafer's help he received a reply from City Manager, Allan Roeder. A determination was made to utilize the first floor conference room, number IA, of the City Hall as a meeting location for the Costa Mesa Sanitary District Board members and a management staff person during an emergency situation. Mr. Hamers will follow up in writing to Mr. Roeder advising him that conference room number IA is now designated for emergency use by the Costa Mesa Sanitary District. Special Districts Risk Management Authority Risk Management Review Mr. Hamers reports a letter advising of a field visit to the Costa Mesa Sanitary District made by the SDRMA. The visit did not result in recommendations for improvement of the current system. The report was received and filed. • C7 Director Schafer recommended commending the staff for the excellent job they • are doing in helping to lower the insurance premium from $36,000 to $5,000. • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 TREASURER'S REPORTS Financial Report Page 5 Ms. Temple presented the financial statements as of February 28, 1995. Motion to receive the report as presented made by Director Reade, seconded by Director Perry. 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 January 1995. Director Perry motioned to receive and file the report. Director Reade seconded. Motion carried 5 -0. 1993 -94 Annual Report Ms. Temple presented the report for the year ending June 30, 1994, by Conrad & Associates. Director Perry motioned to accept the annual report. Director Reade seconded. Motion carried 5 -0. iOrange County Treasurer's .Pool Update Director Ferryman reported the attendance at the creditor's committee meeting by himself and Director Schafer. Director Reade motioned to ratify the letter to the Board of Supervisors dated March 7, 1995, by President Ferryman. Director Perry seconded. Motion carried 5 -0. Status of Bankruptcy Attorney Mr. Hamers reported a letter from Tom Kathe to Alan Burns detailing the agreement with Troy and Gould for legal representation during the bankruptcy. The Costa Mesa Sanitary District will pay $20,000 toward the total bill from Mr. Tom Coleman, reduced to $61,039.15 from a prior bill of $81,385.53, a 25% reduction. The City of Costa Mesa will pay the remaining $41,039.15. The Board discussed and determined that they did not want to participate in the $100 per week cost to keep Mr. Coleman on call. The Costa Mesa Sanitary District Board will continue to use Mr. Tom Coleman's services for representation in the Orange County Treasurer's Pool bankruptcy as need presents. Director Schafer motioned to approve the settlement as presented, and to decline to join in the $100 per week retainer cost. Director • Perry seconded. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 ENGINEER'S REPORT Project Status Report The report was received and filed. Development Update Mr. Hamers declared there was nothing to report. Project No. 133 - Pump Station Maintenance Page 6 Mr. Hamers reported the project is completed, and staff recommended the Board accept the improvements and file notice of completion. Director Perry motioned to accept improvements and file a notice of completion. Director Schafer seconded. Motion carried 5 -0. C7 Mr. Hamers recommended Board authorize the payment of retention and exonerate bonds. Director Perry moved to authorize payment of retention 35 days after the notice of completion is recorded, exonerate labor and material and faithful performance bonds after the notice of completion is recorded, and exonerate 10% guarantee bond one year after • the notice of completion is recorded. Director Reade seconded. Motion carried 5 -0. ATTORNEY'S REPORTS Annexation No. 247 - Final Acceptance Adopt Resolution No. 224A Mr. Burns presented Resolution No. 224 A, a RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COUNTY OF ORANGE, CALIFORNIA, ORDERING TERRITORY DESIGNATED AS ANNEXATION NO. 247 ANNEXED TO THE COSTA MESA SANITARY DISTRICT. Director Reade motioned to adopt the resolution. Director Perry seconded. Motion carried 5 -0. Claim - Barbara Jollins, 1860 Capri Circle - 1 -24 -95 Director Perry motioned to pay the sum of $40 to Ms. Barbara Jollins for reimbursement of roto rooter service hired to attend a sewer backup and to obtain the appropriate release. The backup was determined to be in the District's main line. Director Schafer seconded. Motion carried 5 -0. r1 U a COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 OLD BUSINESS STATUS REPORT - PENDING ITEMS Mr. Hamers declares there is nothing to report, there are no pending items. Page 7 CREATIVE MANAGEMENT SOLUTIONS - FINANCIAL STUDY - PHASE II FINAL REPORT No comments were made at this time. 1995 TELEPHONE BOOK RECYCLING PROGRAM Pacific Bell Directory - Recommendation Mr. Hamers reported talking with Pacific Bell Directory in San Francisco regarding the feasibility of Director Worthington's proposal of a $1.00 fee attached to the phone books. The PUC determined the charge would be for a service not rendered, therefore, the charge must be optional. In a previous case, Pacific Bell determined, due to their desire to remain competitive in the industry, an optional charge was not desirable. Mr. Hamers further reported a request for a representative from either Pacific Bell Directory or Pac Bell to meet with Director Worthington and Mr. Hamers to further look into improving the recycling program for the phone books. Costa Mesa Summit Meeting - March 24, 1995 Topic: Earthquake Preparedness Director Schafer reported on the combined efforts of various agencies to update disaster preparedness plans for the City of Costa Mesa. The meeting will be at 7:30 a.m., hosted by the Costa Mesa Sanitary District, March 24, 1995. NEW BUSINESS Status of Reaching 50% Diversion by Year 2000 Mr. Hamers reported meeting with Mr. Mike Silva, President of CR Transfer, to discuss making 50% diversion by the year 2000. The Costa Mesa Sanitary District currently has the lowest materials recovery facility rate in Orange County. Mr. Hamers recommended the Board set a study session to allow Mr. Mike Silva to make a presentation regarding meeting the 50% diversion. The study session date will be set at the next regular meeting. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held March 9, 1995 Page 8 WARRANT REPORT Motion made by Director Perry, seconded by Director Reade, authorizing the President and Secretary to sign Report No. 95 -09 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $451,502.67. Motion carried 5 -0. ORAL COMMUNICATIONS Director Reade commended Mr. Burns for his work as the new General Counsel. Director Ferryman reminded Board members of the dinner, March 10, 1995, 6:00 p.m. at the Red Lion Inn in Costa Mesa. Director Worthington recommended adding an item to the next month's agenda for emergency trash collection in the event of a disaster. ADJOURNMENT At 8:00 p.m. Director Ferryman adjourned the meeting. President e etary e • •