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Minutes - Board - 1995-10-12COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held October 12, 1995 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on October 12, 1995, 6:00 p.m., in Conference room 1 —A 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; Dawn Guastella, Permit Specialist; Susan Temple, Treasurer. Others Present: None. MINUTE APPROVAL MINUTES OF REGULAR MEETING — SEPTEMBER 14, 1995 Director Schafer moved acceptance of the minutes of the regular meeting, September 14, 1995. Director Reade seconded. Motion to approve the minutes of the September 14, 1995, meeting was approved unanimously. SPECIAL MEETING — SEPTEMBER 28,1995 Director Schafer moved acceptance of the minutes of the special meeting, September 28, 1995, attended by Directors Reade and Schafer. Director Worthington seconded. Motion to approve the minutes of the September 28, 1995, special meeting was approved unanimously. WRITTEN COMMUNICATIONS Mr. Hamers presented a thank —you note from Mrs. Claudine St. Clair to Ms. Guastella thanking Ms. Guastella for her recent assistance in applying for a trash collection refund • on Mrs. St. Clair's 1994 -95 property tax statement. COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Page 2 Mr. Hamers additionally presented a flyer from the University of California Santa Barbara Extension, dated September 17, 1995, noticing a seminar entitled "Drawing Lines in the 90s: An Introduction to LAFCO and Boundary Changes. " The seminar will be held in Goleta on Friday, November 17, 1995, 9:00 a.m. to 4:00 p.m. PUBLIC COMMENTS There were no public comments made. REPORTS MANAGER'S REPORT OCCUPANCY REPORT • Mr. Hamers reported a decrease of 2 units in the occupancy report for solid waste collection as of October 1, 1995. Therefore, the total for October is 22,034. Staff recommends the acceptance of the count. Director Reade motioned to accept the count as presented. Director Schafer seconded. Motion to accept the occupancy report approved unanimously. 0 Mr. Hamers recommended that the Board direct staff to prepare a warrant for $159,365.31 to Costa Mesa Disposal on November 1, 1995, for payment for October trash collection based on the October count of 22,034. Motion made by Director Perry, seconded by Director Reade, and carried 5 -0. REFUNDS THOM ANTONOPOULOS Mr. Hamers reported a refund request from Mr. Thom Antonopoulos, for the amount of $147.56, fiscal year 1994 -95, for property located at 2223 Pacific, Unit M, Costa Mesa, CA, 92627, a one —unit parcel, Parcel Number 931 - 170 -20. Mr. Antonopoulos was unaware of the exemption forms and was using private trash services. Mr. Hamers had advised Mr. Antonopoulos of the Board's policy of refunding the current fiscal year only. Therefore, staff recommended the Board deny Mr. Antonopoulos's request of a refund of $147.56, and issue a permanent exemption. Mr. Hamers further advised that a correction will be filed with the County to issue a revised tax bill, eliminating the trash charge for 1995 -96. Director Reade motioned to deny Mr. Antonopoulos's refund request of $147.56. Director • Perry seconded. Motion to deny the refund and issue a permanent exemption was approved unanimously. COSTA MESA SANITARY DISTRICT • Minutes — Board of Directors Meeting held October 12, 1995 DENNIS HURST Page 3 Mr. Hamers reported a refund request from Mr. Dennis Hurst, for the amount of $487.50 for fiscal years 1992 -93 to 1994 -95, for property located at 2292 Elden Avenue, Costa Mesa, CA 92627, a common area, Parcel Number 426 - 064 -26. Mr. Hamers advised the Board that this parcel is a common area for parking. Therefore, staff recommended the Board grant Mr. Hurst's request of a refund of $53.16 sewer, and $434.34 trash, for a total of $487.50, and issue a permanent exemption. Mr. Hamers further advised that a correction will be filed with the County to issue a revised tax bill, eliminating the trash and sewer charge for 1995 -96. Director Schafer motioned to grant Mr. Hurst's refund request of $487.50. Director Reade seconded. Motion to grant a refund to Mr. Hurst of $487.50 and issue a permanent exemption was approved unanimously. SOURCE REDUCTION AND RECYCLING ELEMENT — AB939 Mr. Hamers advised the Board that Mr. Joe Erickson, Mayor of the City of Costa Mesa, contacted Ms. Guastella requesting literature reflecting the recycling activities currently occurring in the City of Costa Mesa to be given to a group of Girl Scouts at a presentation to be held on October 12, 1995. Ms Guastella provided 50 coloring books showing hazardous waste in the waste stream and its effect on the waters. Ms. Guastella additionally provided 50 copies of the current newsletter to be distributed to the Girl Scouts in attendance. STATUS OF CITY'S WASTE PROGRAM Anti — Scavenging Solutions /Enforcement Mr. Hamers advised the Board of his contact with Captain Dave Brooks, Costa Mesa Police Department; Lieutenant Dennis Cost of the Costa Mesa Police Department; and Mr. Perry Valentine, Planning Manager Development Services Department, City of Costa Mesa, whom he met with to discuss the use of a Code Enforcement officer for enforcement of scavenging laws. Mr. Hamers provided a copy of a letter dated September 28, 1995, from Mr. Perry Valentine, Planning Manager, advising Mr. Hamers that the Costa Mesa Sanitary District's offer of $10,000 to fund a City Code Enforcement officer to enforce scavenging laws will be considered along with proposals to provide contract code enforcement services for the • City. Mr. Valentine will advise Mr. Hamers upon completion of an analysis of the cost efficiency for the Sanitary District determining whether the Costa Mesa Sanitary District should contract with a Code Enforcement officer directly or for the City to administer the contract using Sanitary District funds. COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Page 4 Mr. Hamers further presented to the Board a letter from Mr. Dennis Cost to Mr. Perry Valentine, dated September 19, 1.995, outlining the Costa Mesa Sanitary District's requests. Mr. Hamers presented to the Board an interoffice memorandum from Mr. William J. Morris, Director of Public Services, dated September 15, 1995, to Mr. Rob Hamers, reflecting monthly police department statistics for scavenging enforcement. A total of four citations were issued out of 46 calls for service. SRRE EDUCATIONAL PROGRAM Household Hazardous Waste Grant Application Mr. Hamers presented a copy of the joint application for a Household Hazardous Waste Grant between the City of Costa Mesa and the Costa Mesa Sanitary District for $120,000 from the State of California. Mr. Hamers advised that the application has been filed and offered a copy of the application for the Board's perusal. Newsletter — Future Topics Mr. Hamers requested suggestions from the Board for future topics to appear in the next newsletter. Mr. Hamers suggested the upcoming newsletter distribution, in addition to the trash services recipients, be expanded to include all sewer service recipients for a total of approximately 46,000 recipients. Mr. Hamers further recommended explaining in limited terms the operation of the Costa Mesa Sanitary District and its philosophy of using a combination of public and private services in the forthcoming newsletter. President Ferryman recommended the inclusion of an article in the newsletter containing an item advising the public of the upcoming projects of the Costa Mesa Sanitary District as well at projects initiated by the Orange County Sanitation District. RECYCLING REPORTS Waste Diversion Report for September, 1995 Mr. Hamers reported 30.21% waste diversion for the month of September, 1995. Total Tonnage: 2,565.34 Tonnage Recycled: 774.93 • • Director Reade motioned to accept the Waste Diversion Report. Director Perry seconded. • The Waste Diversion Report was received and filed. COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Page 5 Approve Contract Payment Mr. Hamers recommended to the Board the approval of contract payment to CR Transfer for the month of September, 1995. Director Schafer motioned for approval of payment to CR Transfer in the amount of $115,876.42. Director Perry seconded. No further discussion was held. Motion carried 5 -0. LOCAL MEETINGS Local Agency Formation Commission Mr. Hamers informed the Board that he reviewed the agenda and has nothing additional to report. Independent Special Districts /Orange County ( ISDOC) Executive Board Meeting Quarterly Meeting — September 28, 1995 • Director Reade expressed his displeasure as he summarized the Quarterly Meeting of ISDOC for the Board. Director Reade further advised the Board that he will no longer be available to represent the Costa Mesa Sanitary District at the ISDOC meetings after completion of this term and recommended the appointment of Director Schafer. Director Schafer requested the Board send a letter nominating her as vice president of ISDOC. Director Schafer expressed her desire to be active as a program chairman. Director Reade motioned to direct staff to prepare and dispatch a letter to the nominating committee of ISDOC to nominate Director Schafer as vice president. Additionally, Director Schafer will succeed Director Reade as the voting member representing the Costa Mesa Sanitary District upon his completion at the December 4, 1995 meeting. Director Perry seconded. Motion to appoint Director Schafer as representative of the Costa Mesa Sanitary District to ISDOC as of December 5, 1995, and to further nominate Director Schafer as vice president was approved unanimously. Mr. Hamers and Board members commended Director Reade for his many years of service as ISDOC representative. Director Reade motioned to appoint Director Perry as alternate representative to ISDOC. Director Schafer seconded. Motion to appoint Director Perry as alternate representative • for ISDOC approved unanimously. Director Reade requested that Board Members attend the December 4, 1995, meeting of ISDOC in support of Director Schafer. COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Orange County Sanitation Districts Regular Meeting Page 6 President Ferryman informed the Board that the Orange County Sanitation District is going forward with the consolidation of the nine districts. Director Schafer, who attended the meeting in President Ferryman's absence reported on the appointment of Ms. Judy Taylor as Assistant General Manager of Administration. California Special Districts Association Annual Conference (CSDA) President Ferryman attended the California Special Districts Association Annual Conference and synopsized the portions he was able to attend. President Ferryman brought materials for the Board to examine. Mr. Hamers attended the California Special Districts Association Annual Conference and reported to the Board on speaker, Mr. Ralph Heim. • District Safety Committee — Minutes of September 19, 1995 Meeting • Director Reade moved acceptance of the minutes of the District Safety Committee meeting, September 19, 1995, attended by Mr. Hamers and Ms. Reichle. Director Schafer seconded. No further discussion was held. Motion to approve the minutes of the September 19, 1995, District Safety Committee meeting approved unanimously. TREASURER'S REPORTS Financial Report Ms. Temple presented the financial statements as of September 30, 1995. Motion to accept the report as presented made by Director Reade, seconded by Director Schafer. No further discussion was held. Motion to accept the financial report as presented passed unanimously. Treasurer's Report of Monies on Deposit Ms. Temple presented the report showing the District's portfolio for the month of September, 1995. Director Reade motioned to approve the Treasurer's report. Director Perry seconded. Motion to accept the Treasurer's report approved unanimously. • • COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Investment Oversight Committee Meeting — October 12, 1995, 5:30 p.m. Page 7 Mr. Hamers reported on the Investment Oversight Committee Meeting attended by Directors Ferryman and Schafer. Mr. Hamers commented on the informative presentation. The next meeting of the Investment Oversight Committee will be held in January with Directors Perry and Reade attending. Orange County Bankruptcy Update Consider Approval of Recovery Plan Mr. Hamers reported receipt of a copy of the recovery plan from Jan Mittermeier requesting approval signatures from the Costa Mesa Sanitary District. Mr. Hamers further reported receipt of a letter from Mr. Patrick Shea, from Pillsbury, Madison and Sutro. Ms. Temple advised the Board that Patrick Shea, Attorney for OCIP, had requested recipients disregard the correspondence sent by Ms. Mittermeier. President Ferryman determined no action would be taken at the present time. Ms. Temple will notify the Board when the plan is approved and documents are drafted for signature. Mr. Burns will prepare a brief report regarding the $600,000 note owed the Costa Mesa Sanitary District by the County of Orange. ENGINEER'S REPORT Project Status Report The Project Status Report was received and filed. Development Update Mr. Hamers advised the Board that there was nothing to report. OCSD Baker /Gisler Project — Effect on City Policy • Mr. Hamers synopsized a meeting attended by staff of the City of Costa Mesa, the Orange County Water District, Orange County Sanitation Districts, Mesa Consolidated Water District and Mr. Hamers where a tentative agreement was reached in which the COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 Pa ,Qe 8 City of Costa Mesa will amend Section 15 -35 of Chapter I, Title 15 of the Costa Mesa Municipal Code to require contractors acting as agents to other public agencies to meet the damage deposit and surety bond requirements under Section 15 -32 of Chapter I, Title 15, of the CMMC only after the agency fails to properly control its contractor and it causes undue expenses by the City. There will be a two —year trial period, ATTORNEY'S REPORTS Resolution 95 -580 Authority to Perform Emergency Work Mr. Burns presented to the Board Resolution No. 95 -580, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING THE MANAGER TO PERFORM EMERGENCY PUBLIC PROJECT WORK. Director Schafer motioned to adopt Resolution No. 95 -580. Director Reade seconded. Motion to adopt Resolution No. 95 -580 carried 5 -0. OLD BUSINESS STATUS REPORT — PENDING ITEMS • Mr. Hamers declared there is nothing to report, there are no pending items. is Creative Management Solutions — Financial Study City /District Contract Mr. Hamers related a conversation with Mr. Barry Newton and will receive a draft report on Monday, October 16, 1995. Mr. Hamers further reported on a meeting scheduled for Thursday, October 19, 1995 to review the report. The final report will be distributed to the Board before the next regular meeting in November. Reimbursement Policy Mr. Hamers produced copies of expense reimbursements for various items from December 1994 to October 1995. Mr. Hamers further provided a synopsis showing a category breakdown. Ms. Temple recommended in lieu of petty cash for office supplies, that all items be purchased through the City accounts. The Board determined to set the following guidelines: Refreshments for Board only meetings — To be purchased out of the petty cash account unless petty cash is unavailable. If petty cash is unavailable, this will be a reimbursable expense. • COSTA MESA SANITARY DISTRICT • Minutes — Board of Directors Meeting held October 12, 1995 Page 9 Refreshments for other meetings — To be purchased out of the petty cash account unless petty cash is unavailable. If petty cash is unavailable, this will be a reimbursable expense. This only applies to meetings where at least one Board member is in attendance. Supplies & Equipment — Must be purchased through the City accounts, otherwise, not reimbursable. Board lunches with Staff — Will remain a reimbursable expense. Staff only lunches — In compliance with the City of Costa Mesa's policy, no staff only lunches will be reimbursed. Travel — Will remain a reimbursable expense. Supplies for retirement dinner — Conform to the City policy. Director Schafer moved to accept the aforementioned guidelines regarding reimbursement expenses. Director Perry seconded. Motion carried 5 -0. • Consideration of Increased Limits through Special District Risk Management Authority Mr. Flamers presented the Board members with a letter from Mr. Hamers' office, dated September 29, 1995, detailing the research conducted to determine if the additional $3 million in insurance coverage offered by SDRMA should be considered by the District. Additionally, Mr. Hamers included an overview of coverage offered by the additional insurance. Mr. Hamers' research determined that the additional coverage would be beneficial to the District. The cost for the additional $3 million in coverage would be $2,832. The current insurance premium for the 2.5 million for the 1995 -96 fiscal year is $5,837. Mr. Burns reviewed the coverage and notified the Board that one item of exclusion that he wanted to bring to the Board's attention was the exclusion of inverse condemnation. Director Schafer motioned to purchase the additional coverage. Director Perry seconded. Motion carried 5 -0. Agreement with CR Transfer ® Mr. Hamers related to the Board that CR Transfer has not responded to the agreement submitted to CR Transfer. COSTA MESA SANITARY DISTRICT , Minutes — Board of Directors Meeting held October 12, 1995 Page 10 • Telephone Book Recycling Program Update Mr. Hamers advised the Board of a commitment for expanded service from Pac Bell Directory, GTE and Donnelley. The program will become a three —month event centered around Pac Bell Directory distribution beginning in November and continuing to early January. Pac Bell Directory will publish an 800 number on the front of all phone books with a mailbox containing a message that will tell the consumer where the bins for collection are located. Pac Bell is also in the process of contacting Vons Grocery to allow placement of collection bins. Pac Bell will pay advertising costs for this program. Pac Bell advised Mr. Hamers of a new end market at Simpson Paper Mill in Pomona where the District will receive at least $100 a ton for the recycled telephone books. Pac Bell will further contact Bonded Document Destruction & Recycling, a private entity to attempt to contact the bulk delivery customers who receive approximately 80 phone books per business, arranging to pick up old telephone books and deliver the new ones. The Costa Mesa Sanitary District will not receive funds from the recycling of telephone books by this private entity, but will benefit by the removal of those books from the waste stream. Donnelley Directories had contacted Thrifty Drug Stores in an effort to place bins and allow for a free ice —cream cone for all customers recycling a Donnelley Directory at Thrifty Drug Stores. 0 Mr. Hamers recommended to GTE Directories to involve the school district in the collection of GTE directories, requesting that the schools' trash haulers donate a bin and take the books to Simpson Paper, donating the $100 per ton to the school district. Mr. Hamers stated that confirmation from all three phone book companies is expected soon. Director Perry recommended the proceeds, after expenses, go to the high schools. Mr. Burns will research the feasibility of donating proceeds to the high schools. Chamber Community Summit — Disaster Preparedness Video Update Director Schafer updated the Board on the video production for disaster preparedness. A script has been written and is being critiqued. Director Schafer gave a brief description of the contents of the video that was enthusiastically received by the Board. Director Schafer notified the Board of a booklet being prepared with 1,000 copies being printed at Cal State Fullerton at no charge. A plan is being considered to market the booklet to service clubs, organizations and businesses, offering advertising space to help • defray printing costs for additional copies of the booklet. • FJ COSTA MESA SANITARY DISTRICT Minutes — Board of Directors Meeting held October 12, 1995 NEW BUSINESS California Constitution Revision Commission Page 11 Mr. Hamers presented to the Board an excerpt from a CSDA Newsletter and recommended that the Board and Staff continue observation of this item. WARRANT REPORT Mr. Hamers related to the Board an error on the Warrant report omitting the second day of attendance at the CSDA Annual conference by Director Ferryman. The Warrant report reflected one day's attendance by Director Ferryman at the CSDA conference. Correction will be made in the November warrant report. Motion made by Director Schafer, seconded by Director Perry, authorizing the President and Secretary to sign Report No. 96 -04 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $394,300.38. Motion carried 5 -0. ORAL COMMUNICATIONS Mr. Hamers discussed a claim with Mr. Burns who determined that no action was necessary at this time. Mr. Hamers related to the Board that if the Costa Mesa Sanitary District receives the household hazardous waste grant that Director Reade would be in great demand for the upcoming programs. ADJOURNMENT At 7:55 p.m. Director Ferryman adjourned the meeting. Secretary Preside t