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Minutes - Board - 1995-06-08I COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held June 8, 1995 • Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on June 8, 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; Dawn Guastella, Permit Specialist; Susan Temple, Treasurer. Others Present: Ms. D. Robiglio, Orange County Register; Ms. Rose • Anderson, Assemblywoman Marilyn Brewer's Office, 70th AD. MINUTE APPROVAL MINUTES OF REGULAR MEETING - MAY 11, 1995 Director Perry moved acceptance of the minutes of the regular meeting, May 11, 1995. Director Schafer seconded. No discussion was held. Motion to approve the minutes as written approved unanimously. MINUTES OF STUDY SESSION REPORT - MAY 10, 1995 Director Schafer moved acceptance of the minutes of the study session report, May 10, 1995. Director Perry seconded. No discussion was held. Motion to approve the minutes approved unanimously. WRITTEN COMMUNICATIONS P Mr. Hamers reported an article appearing in the Orange County Register on May 26, 1995, . regarding San Diego County lowering its fee for dumping trash from $74 a ton 0 charged at the first of the year to $47.50 per ton on July..l, 1995. They further proposed a reduction to $40 per ton the following year. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 2 • Mr. Hamers further synopsized two letters to the editor appearing in The Register, dated May 21, 1995, from Ms. Harriet Wieder, Former Orange County Supervisor, and Mr. Bob Hanson, President of Independent Special Districts of Orange County regarding Project HI -GEAR and the Rose Institute report. Mr. Hamers noted the well -written and informative letter from Mr. Hanson. Mr. Hamers also presented to the Board an excerpt from a newsletter regarding Mr. Bob Hawkins, author of Self - Government by District: Myth and Reality. Mr. Hawkins is in the process of updating and rewriting his book and is requesting assistance to raise the needed funds. Mr. Hamers contacted him in San Francisco, providing the names of the President and Vice - President of ISDOC. He additionally discussed the Garden Grove Sanitary District, Santa Margarita Water District, and Cal- American situations. PUBLIC COMMENTS There were no public comments made. REPORTS MANAGER'S REPORT OCCUPANCY REPORT Mr. Hamers reported a decrease of 19 units in the occupancy report for solid waste collection as of June 1, 1995. Therefore, the total for June is 22,089. Staff recommends the acceptance of the count. Director Reade motions to accept the count as presented. Director Schafer seconded. Motion to accept the occupancy report approved unanimously. Mr. Hamers recommended that the Board direct staff to prepare a warrant for $155,952.76 to Costa Mesa Disposal on July 1, 1995, for payment for June trash collection based on the June count of 22,089. Motion made by Director Perry, seconded by Director Reade. Motion to prepare the warrant approved unanimously. REFUND H. A. ARJOMAND • Mr. Hamers reported a refund request from Mr. H. A. Arjomand, dated May 3, 1995, in the amount of $2,803.64, for property located at 145 East 18th Street, a 19 unit parcel, Parcel Number 425- 443 -11. Mr. Arjomand is a new owner and was not aware of exemption forms. This request covers the 1994 -95 tax year. Mr. Hamers recommended the issuance of a refund, in accordance with the Board's policy to refund for the current fiscal year, of $2,803.64 and a permanent exemption. Director Reade moved to approve is the refund. Director Perry seconded. Motion carries 5 -0. • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 3 SOURCE REDUCTION AND RECYCLING ELEMENT - AB939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Solutions/Enforcement Resolution No. 95 -574 - Urging City to take Action Enforcing Anti - Scavenging Ordinance. Mr. Hamers reported receipt of a letter from Mr. Rick Johnson, Captain, Patrol Services Division Commander, City of Costa Mesa Police Department, dated May 22, 1995. Mr. Johnson provided information on scavenger activity. Mr. Hamers further reported that he had not yet received a return call from Mr. Allan Roeder. President Ferryman stated he will talk to Mr. Joe Erickson, Mayor of Costa Mesa, and request him to contact Mr. Roeder regarding Mr. Roeder's contacting Mr. Hamers. President Ferryman presented Resolution No. 95 -574 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COUNTY OF ORANGE, CALIFORNIA, URGING THE CITY OF COSTA • MESA TO TAKE ALL APPROPRIATE STEPS TO PROSECUTE ITS ANTI - SCAVENGING ORDINANCE. Director Reade motioned to adopt the resolution and to give the President of the Costa Mesa Sanitary District, President Ferryman, the authority to speak to Mr. Erickson regarding requesting Mr. Alan Roeder to keep the Costa Mesa Sanitary District informed and involved in the scavenging situation. Director Schafer seconded. Motion carried 5 -0. Mr. Hamers requested Mr. Burns follow up on the scavenging arrest made on June 2, 1995, and report back to the Board. Household Hazardous Waste Grant Program Mr. Hamers reported to the Board on the planned application for a state grant. Americlean is preparing the application, and the Costa Mesa Sanitary District will apply jointly with the City of Costa Mesa. Upon completion of the application, Mr. Hamers will present it to the Board for information. SRRE EDUCATIONAL PROGRAM Newsletter Mr. Hamers advised the Board that the newsletter will undergo some minor changes and will be mailed out at the end of June. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 4 RECYCLING REPORTS Waste Diversion Report for May 1995 Mr. Hamers reported 27.32% waste diversion for the month of May 1995. Total Tonnage: 2,720.24 Tonnage Recycled: 743.28 Director Perry moved acceptance of the Waste Diversion Report for May 1995. Director Schafer seconded. Motion to accept the Waste Diversion Report approved unanimously. Approve Contract Payment Mr. Hamers advised the Board of a change in operations in how CR Transfer's invoice is received and how it is paid. Due to the dates of the Costa Mesa Sanitary District's Agenda Meeting and the fact that CR Transfer closes their books at the end of the month, the Diversion Report is not always available for inclusion in the Board packet. To rectify this, Mr. Hamers suggested approving contract payment based on the Diversion Report for May, which would appear on the following month's warrant list as a previously paid check. Director Schafer made a motion to approve payment for May recycling based upon the Waste Diversion Report for May 1995. Director Perry seconded. Motion carried 5 -0. President Ferryman welcomed Ms. Robiglio and Ms. Anderson to the meeting. LOCAL MEETINGS Local Agency Formation Commission Mr. Hamers reported a few minor annexations on the LAFCO agenda. Independent Special Districts /Orange County ( ISDOC) Executive Board Meeting Director Reade reported a quarterly general dinner meeting on Thursday, June 29, at Municipal Water Districts of Orange County where ISDOC will be reviewing the bylaws. Director Schafer will provide an agenda when it is finalized. Orange County Sanitation Districts Regular Meeting President Ferryman advised the Board of the new manager, Don McIntyre, who is doing an impressive job of reorganizing. President Ferryman further reported 40 • L� • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 5 receipt of a copy of the preliminary budget and told of the improved format, making the information easier to comprehend. President Ferryman will provide copies to interested Board members and staff. President Ferryman additionally reported to the Board of Mr. Blake Anderson, Assistant General Manager of the Orange County Sanitation Districts, addressing the Costa Mesa City Council regarding the OCSD project in the areas of Gisler and Baker Streets. Mr. Anderson resolved to handle the situation. Completion of the project is expected at the end of June. Mr. Hamers reported that the City Council suggested that, due to their representation on the Orange County Sanitation District Board, some of the complaint calls be directed to the Costa Mesa Sanitary District Directors. Mr. Hamers contacted Mr. Bill Morris and set up communications with Mr. Morris' inspectors to notify the Costa Mesa Sanitary District directly of a severe situation, thereby allowing Mr. Hamers to take immediate action. President Ferryman reported on a week -long training session held by FEMA for Special Districts to prepare them for a disaster, held in Washington. Mr. Bob DiAmato, 993 -8117, City Manager for Placentia, has further information. • Review Board Representation President Ferryman will remain the representative at the Orange County Sanitation District, subject to review in September. TREASURER'S REPORTS Financial Report Ms. Temple presented the financial statements as of May 31, 1995. Motion to accept the report as presented made by Director Perry, seconded by Director Schafer. No further discussion was held. Motion to accept the financial report as presented approved 5 -0. Treasurer's Report of Monies on Deposit Ms. Temple presented the report showing the District's portfolio for the month of May 1995. Director Reade motioned to approve the Treasurer's report. Director Schafer seconded. Motion carried 5 -0. Orange County Treasurer's Pool Update Ms. Temple presented to the Board a synopsis of the Costa Mesa Sanitary District's 40 position with the Orange County Treasurer's Pool. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 6 Mr. Hamers reiterated that the recovery notes will not be "as good as gold" until a later time, and that the Board still has the opportunity to select Option B. Mr. Hamers further reported to the Board of a meeting on June 9, 1995, 1:30 p.m. at the Orange County Water District with the Sanitation Districts, Water Districts, Bill Popejoy, Brad Gates, Patrick Shea, attorney for the Creditors Committee and two financial advisers. Directors Perry and Schafer, in addition to Mr. Hamers are scheduled to attend. 1995 -96 Budget Approval Ms. Temple presented the 1995 -96 budget to the Board, reflecting the amendments suggested during the study session. The 1995 -96 preliminary budget at $5,226,976 reflects a 1/2% decrease of $27,522 from the current year's budget. The Solid Waste Budget shows an increase of $294,704, an 8.85% increase, due to the increase in the gate fees from $22.75 to $35 per ton. The Liquid Waste Budget shows a decrease of $322,226, or 17 %. Director Reade moved for approval of the proposed 1995 -96 budget at $5,226,976. Director Schafer seconded. Motion carried 5 -0. ENGINEER'S REPORT Project Status Report The Project Status Report was received and filed. Development Update Mr. Hamers reported to the Board on the Automobile Club of Southern California's expansion and Metro Point at the southwest corner of Bear and South Coast Drive. Neither of those developments has any impact on the sewer system of the Costa Mesa Sanitary District. Project No. 140 - Reconstruction of Various Sewer Lines - Proposal to Begin Project Mr. Hamers presented Project No. 140 to the Board, a proposal to complete the design phase to reconstruct sewer lines. This project was put on hold due to the Orange County Bankruptcy. Director Schafer moved for approval of Project No. 140, at $59.00 per hour for engineering and $47.00 per hour for drafting, not to exceed $9,600. The project total is estimated at $150,000. Director Perry seconded. Motion carried 5 -0. Project No. 141 - Televising of Sewer Lines - Proposal to Begin Project 0 • Mr. Hamers presented Project No. 141 to the Board, a proposal to televise sewer lines to determine a maintenance and rehabilitation schedule of the sewer system. Director Reade motioned to approve Project No. 141, at $59.00 per hour for engineering and $42.00 per hour for inspection, not to exceed $2,500 for design; $3,500 for inspection; and not to • exceed $5,000 for televising. The total project is estimated at $12,000. Director Perry seconded. Motion carried 5 -0. I L COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 7 Project No. 142 - Reconstruction of Force Main for Adams Pump Station - Proposal to Begin Project. Mr. Hamers presented Project No. 142 to the Board, a proposal to complete the design phase to reconstruct the force main for the Adams Pump Station. Director Perry motioned to approve the proposal, at $59.00 per hour for engineering, $47.00 per hour for drafting, a 2 -man survey crew at $150.00 per hour, and a 3 -man survey crew at $170.00 per hour not to exceed $25,000, including the cost of outside consultants. The total project is estimated at $350,000. Director Schafer seconded. Motion carried 5 -0. ATTORNEY'S REPORTS Irvine Avenue Manhole - Resolution of Claim, City of Newport Beach - Share Costs Mr. Burns advised the Board that a settlement agreement has been presented. Mr. Burns feels the settlement agreement is acceptable and does not establish any precedent for future maintenance responsibilities. Mr. Hamers further reported that the Costa Mesa Sanitary District will split the damages with the City of Newport Beach. Director Schafer moved to approve and execute the document and reimburse the City of Newport Beach for $1,092.67, which represents 50% of the damages. Director Reade seconded. Motion carried 5 -0. 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 II FINAL REPORT - CITY/DISTRICT CONTRACT It was the determination of the Board to adjourn this item to a special meeting to be held on July 6, 1995, at 12:00 p.m. C. R. TRANSFER - DISTRICT'S RECYCLER New Recycling Contract Mr. Hamers reported to the Board further discussion with Mr. Mike Silva of CR Transfer regarding the extension of CR Transfer's recycling contract with the Costa Mesa Sanitary District. 0 The Board determined to adjourn this item to the special meeting on July 6, 1995. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 8 r1 LJ Landfill Fee Adjustment to Current Contract Mr. Hamers presented to the Board a letter from CR Transfer to Mr. Jim Ferryman, President of the Costa Mesa Sanitary District, showing an adjustment to the contract from a current rate of $35.98 to $45.17, passing on 75% of the County of Orange's landfill increase from $22.75 /ton to $35.00 /ton. Director Schafer moved to approve the landfill fee adjustment to the current contract with CR Transfer reflecting the new fee of $45.17 to commence July 1, 1995. Director Reade seconded. Motion carried 5 -0. 1995 TELEPHONE BOOK RECYCLING PROGRAM Mr. Hamers reported the joint efforts of Director Worthington and District staff to attempt to expand the existing telephone book recycling program. Mr. Hamers has contacted the State Integrated Waste Management Board to invite a representative to meet with Director Worthington and himself to assist in enticing the publishers of the current phone books delivered into Costa Mesa to volunteer funding and effort to further assist the recycling efforts of the Costa Mesa Sanitary District. NEW BUSINESS California Special Districts Association (CSDA) Yearly Conference September 21, 1995 Mr. Hamers advised the Board on the CSDA yearly conference on September 21, 1995, to be • held in Huntington Beach at the Waterfront Hilton Beach Resort. There is currently no finalized agenda, but an item to be included will be vacancies on the SDRMA Board. Mr. Hamers passed out information to those interested in becoming a Board member. WARRANT REPORT Motion made by Director Perry, seconded by Director Schafer, authorizing the President and Secretary to sign Report No. 95 -12 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $411,819.62 and $307.50 from the Facilities Revolving Fund for a total of $412,127.12. Motion carried 5 -0. ORAL COMMUNICATIONS Director Perry proposed the need to rescind and reexamine Resolution No. 94 -563 regarding changing the date and time of monthly meetings due to the Resolution's lack of clarity. The Board determined to adjourn this discussion to the special meeting on July 6, 1995, at 12:00 noon. General Counsel - Review Closed Session At 7:47 p.m. Director Ferryman adjourned the meeting to hold a closed session for the purposes • of reviewing the first six months performance of Alan Burns, General Counsel. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held June 8, 1995 Page 9 • After returning from closed session, it was announced that no action was taken during the closed session. ADJOURNMENT At 8:15 p.m. Director Ferryman adjourned the meeting to a special meeting on July 6, 1995, at 12:00 noon. • is President