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Minutes - Board - 1996-10-10c -- -- COSTA MESA SANITARY DISTRICT • Minutes of Board of Directors Regular Meeting held October 10, 1996 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on October 10, 1996, at 4:00 p.m., in Conference Room 1 -A at the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 4:00 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; Joan Revak, Administrative Secretary. Others Present: None. CONSENT CALENDAR On motion by Director Schafer, seconded by Director Perry, and carried 5-0, all Consent Calendar items were approved as recommended. MINUTES Approved Minutes of Regular Meeting, September 12, 1996 Report for Study Session September 23, 1996 printed on recycled paper The minutes for the regular meeting of September 12, 1996, were approved as distributed. The report for study session of September 23, 1996, was received and filed. n l`J Ll COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 2 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $161,067.08 to Costa Mesa Disposal for trash collection services for October 1996 REFUNDS The Trash Occupancy Count reflected no increase or decrease in the occupancy report for solid waste collection as of October 1, 1996. Therefore, the total for October is 21,930. Board directed Staff to prepare a warrant for $161,067.08 to Costa Mesa Disposal on November 1, 1996, for payment for October trash collection based on the October count of 21,930. Approved payment of A sewer refund request from Mr. Albert Cochran was $35.44 to approved in the amount of $35.44 for property located Mr. Albert Cochran at 1845 Monrovia, Space 65, a trailer, Assessor's Parcel No. 892 - 110 -65 for fiscal years 1994 -1995 and 1995 -96. RECYCLING REPORTS Waste Diversion Report September 1996 was received and filed Approved Contract Payment to CR Transfer for $104,675.82 Sewer fees are charged to the owner of the trailer park on his or her property statement. The Waste Diversion Report for September 1996 showing a 31.41% diversion rate was received and filed. The Board approved contract payment to CR Transfer for recycling services and disposal for the month of September 1996 in the amount of $104,675.82. Approved Minutes of The minutes for the District Safety Committee meeting District Safety Committee of September H, 1996, were approved as distributed. Meeting September 11, 1996 �� printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 3 • TREASURER'S REPORTS Financial Report as of The Financial Report as of September 30, 1996, was September 30, 1996, was accepted as submitted. received and filed Report of Monies on Deposit as of September 30, 1996, was received and filed Approved Warrant 97 -04 for October 1996, in the amount of $415,522.40 The Report of Monies on Deposit as of September 30, 1996, was accepted as submitted. Warrant Resolution #CMSD 97 -04 was approved, authorizing the President and Secretary to sign the warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $415,522.40 ENGINEER'S REPORTS • Project Status Report was The Project Status Report for October 1, 1996, was received and filed accepted as submitted. WRITTEN COMMUNICATIONS Mr. Hamers reported receipt of a notice from the Local Agency Formation Commission ( LAFCO) advising of a workshop to be held November 19, 1996, from 9:00 a.m. to 11:30 a.m. at the City of Huntington Beach Library. Topics to be covered will include property tax negotiations, sphere updates /amendments, City /District mergers, District consolidation, annexation applications, and restructuring government to improve service delivery. Mr. Hamers recommended any two Directors interested in attending the LAFCO workshop contact Staff to make reservations for attendance. The workshop invitation states the workshop is for "staffs of cities and special districts:' Ms. Reichle will contact LAFCO to inquire about the Directors attending. Director Schafer expressed a desire to attend the workshop if it is not limited to staff members. • Mr. Hamers additionally introduced a letter from Mr. Paul Shoenberger dated 'October 8, 1996. Mr. Hamers advised that Mr. Shoenberger met with him to discuss the District, its goals, and Mr. Shoenberger's background. �� printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 4 Mr. Hamers expressed he found Mr. Shoenberger to be very well versed in special districts. Mr. Shoenberger has a background in water resources planning, and construction management. MANAGER'S REPORTS SOURCE REDUCTION AND RECYCLING ELEMENT - AB939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Enforcement Mr. Hamers introduced an interoffice memorandum from Ms. Sandra M. Benson, Senior Code Enforcement Officer, Dated October 3, 1996. The memorandum contains a comprehensive summary of enforcement activity occurring from September 6, 1996 to October 1, 1996, with dates, times and actions taken. From September 6 to October 1, two citations were issued. One of the citations issued was for a second offense. • Ms. Guastella spoke with.Ms. Benson regarding implementing a tracking system to monitor the results of the scavenging citations issued. Ms. Benson informed Ms. Guastella that the Courts have no time to track small offenses, and that the City Attorney will not track scavenging offenses citations. Mr. Burns informed the Board the City Court Liaison Officer can track the citations and also suggested that Ms. Guastella visit the Court to set up a procedure to obtain information on a regular basis Ms. Temple suggested Ms. Guastella call Sergeant Dave Walker to request the name of the Court Liaison Officer. President Ferryman requested Staff investigate further into tracking the results of citations given to scavengers. Director Schafer requested the inclusion of street locations on the report from Ms. Benson. Ms. Guastella reported she asked Ms. Benson to include location information in the report, and Ms. Benson related the addition of location information may present a problem. Mr. Hamers suggested Ms. Guastella inform Ms. Benson that she is seeking the location information at the direction of the Board. • Director Schafer stated that College Park still has scavengers and she would be interested in further information regarding locations being investigated. e19 printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 5 is Household Hazardous Waste Event Ms. Reichle reported a very successful household hazardous waste event. The event was well organized with a total of 216 vehicles participating in the collection event. There were volunteers present from the Beacon Home Men's Alcohol and Drug Recovery Home in San Pedro and four members from the California Conservation Corps. There was a total of 27,716 pounds of hazardous waste material collected with 100 % being recycled in California. Ms. Reichle attended the event and took photographs for a pictorial presentation for the Board. Ms. Reichle estimated the cost for the household hazardous waste event was approximately $35,000. Fall 1996 Newsletter Ms. Reichle presented a draft of the newsletter, Waste Happenings, to the Board. Ms. Reichle anticipates the final newsletter will be printed and mailed by the third week of October. Director Worthington suggested revisions including reflecting Director Schafer's position as Secretary of the Board, and enhancing the article on the screening of trash containers. Mr. Homers suggested moving the article on screening trash containers to the front page of the newsletter. Director Worthington further suggested including information about the expected recycling percentage of 50% by the. year 2000. Telephone Directory Recycling Program Ms. Reichle advised the Board that Pacific Bell has a new program coordinator who did not inform the District the telephone directories would be delivered two months earlier than the usual date of November 11. Ms. Reichle stated that. upon learning of the new issuance date, Staff worked rapidly to get collection bins in place and prepare flyers and posters. A hotline with messages in both Spanish and English has been set up. The revised • program dates are from September 23, 1996, to November 28, 1996. Ms. Reichle reported enthusiasm from the schools for the program. ;�� printed on recycled paper. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 6 • Ms. Reichle reported that Ms. Revak is monitoring the individual locations to provide a weekly count. Ms. Reichle advised the Board there will be money remaining from the telephone recycling program after awarding monies to the participating schools since all schools did not choose to participate. ENGINEER'S REPORTS Project No. 142 - Adams Avenue Force Main Accept Improvements and File Notice of Completion Mr. Hamers recommended Board accept improvements as completed and file a Notice of Completion. Director Reade motioned to accept the improvements for Project No. 142, Adams Avenue Force Main. Director Perry seconded. Motion carried 5 -0. Payment of Retention and Exonerate Bonds • Mr. Hamers recommended the Board authorize the payment of retention and exonerate bonds. Director Perry motioned to authorize payment of 5% retention 35 days after Notice of Completion is recorded, exonerate labor and material bond after Notice of Completion is recorded, and faithful performance bonds one year after the Notice of Completion is recorded. Director Reade seconded. Motion carried 5 -0. Project No. 129 - Bristol Street Pumping Station Three -Party Agreement Mr. Hamers reported the three -party agreement is not ready for the Board's consideration at this time. TREASURER'S REPORTS Orange County Bankruptcy Update • Ms. Temple stated there was nothing to report. �� printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 7 • Investment Oversight Committee - October 10, 1996 The Investment Oversight Committee meeting was held immediately preceding the regular meeting. Ms. Temple reported on the September Treasurers report and reviewed the mechanics of a Freddie Mac investment. The Investment Oversight Committee report was accepted as submitted. ATTORNEY'S REPORTS Charles Chen v. Costa Mesa Sanitary District Mr. Burns informed the Board there is a court hearing set in Superior Court for October 31, 1996, on the Charles Chen v. Costa Mesa Sanitary District matter. Mr. Burns is seeking a written decision from .Superior Court interpreting the statute of limitations for future guidance to the Board. Discussion was held regarding the importance of seeking the Superior Court decision. • Director Schafer motioned to approve Mr. Burns seeking disposition in Superior Court on the Charles Chen v. Costa Mesa Sanitary District matter. Director Perry seconded. Motion approved unanimously. • Annexation No 248 - 1090 South Bristol Street Resolution No. 96 -590 - Making Application to LAFCO Mr. Hamers reported a Cal Trans maintenance station is under construction at 1090 South Bristol Street. The maintenance station will require sewer service. Mr. Hamers advised the section of property is within the boundaries of the Costa Mesa Sanitary District, but this portion had not been previously annexed . Mr. Burns presented Resolution No. 96 -590, A RESOLUTION OF APPLICATION BY THE COSTA MESA SANITARY DISTRICT REQUESTING THE LOCAL AGENCY FORMATION COMMISSION TO TAKE PROCEEDINGS FOR THE ANNEXATION OF TERRITORY, BEING ENGINEER'S NO. 248. Director Schafer motioned to adopt Resolution No. 96 -590. Director Reade seconded. Motion carried unanimously. ;�� printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 8 • Resolution No. 96 -591 - Zero Tax Exchange Mr. Burns further presented Resolution No. 96 -591, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, CONSENTING TO ZERO TAX EXCHANGE ON AN ANNEXATION DESCRIBED AS ENGINEER'S NO. 248 TO THE DISTRICT; ESTABLISHING CONDITIONS OF WAIVER AND STATING REASONS THEREFOR. Director Schafer motioned to adopt Resolution No. 96 -591. Director Reade seconded. Motion carried unanimously. Amendment to CR Transfer Agreement Mr. Burns reviewed the amendment to the agreement between the Costa Mesa Sanitary District and CR Transfer amended by direction of the Board at the September Board meeting. The amendment reflects the agreement between CR Transfer and the District regarding disposition of savings realized in the event CRT uses a non - Orange County landfill with lower disposal fees. CRT will credit the District with an amount equal to 75% of the savings realized by not using the Orange County landfill. Director Perry motioned to approve the amendment to the CR Transfer agreement. Director Reade seconded. Motion carried • unanimously. Resolution No. 96 -592 - Correcting 1996 -97 Trash Collection Charges Mr. Burns outlined Resolution No. 96 -592, a resolution that will enable the District Treasurer to earmark the amount of money representing the overcharge collected during the 1996 -1997 fiscal year so that it can be used to further reduce the rates imposed in the next fiscal year. Mr. Burns explained that the money and its accrued interest will not be spent on any expenditure. Mr. Burns presented Resolution No. 96 -592, A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT EARMARKING THE PROCEEDS OF TRASH COLLECTION CHARGES COLLECTED IN 1996 -1997 FOR USE IN REDUCING FUTURE CHARGES. Director Reade motioned to adopt Resolution No. 96 -592. Director Schafer seconded. Motion carried unanimously. LOCAL MEETINGS Chamber of Commerce Legislative Committee September Meeting Report • Director Schafer reported there was no meeting held in September. 4 printed on recycled paper COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 9 • Chamber of Commerce Summit Committee September Meeting Director Schafer reported there was no Summit meeting in September. Director Schafer updated the Board on the Disaster Preparedness Committee and their plans to visit clubs and organizations . with the earthquake preparedness information. The committee is also investigating utilizing a shopping center to host an earthquake preparedness booth to distribute booklets. The booth could also provide companies a location to exhibit and sell their earthquake preparedness materials. Independent Special Districts of Orange County (ISDOC) Meeting Mr. Hamers reported receipt of the minutes of the ISDOC meeting and provided the minutes for the Board's perusal. Local Agency Formation Commission ( LAFCO ) Special Districts Advisory Committee Meeting Director Schafer reported she will attend the next meeting scheduled for October 17, 1996. Orange County Sanitation Districts (OCSD) Regular Meeting President Ferryman informed the Board there was a passing vote to postpone the consolidation of the Sanitation Districts until January 1997. City of Costa Mesa Council Meeting Report September 16, 1996 Director Reade attended the September 16, 1996, Council meeting and reported the postponement regarding the helicopter. Director Reade also reported that • Mayor Joe Erickson recognized and introduced him at the meeting. �� printed on recycled paper • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 10 October 7, 1996 Director Perry reported attendance at the October 7, 1996, Council meeting and reported the Council approved 12 residential condominiums on Tustin Avenue. OLD BUSINESS Trash Collection Field Survey Update Ms. Guastella reported the program is progressing very well. Ms. Guastella explained she had done a comparison of the last eight weeks' worth of reports. She noted there was a balance between the locations being charged for more units than necessary and those not being charged enough, with an equal amount of both removal and addition of units. Ms.. Guastella reported the surveyor is having difficulty locating addresses on buildings or curbs. District Office Staffing Mr. Hamers reviewed discussion held during the study session of September 23, 1996 on the topic of District office staffing. Director Reade motioned to direct the Manager to meet with the Director of Personnel for the City of Costa Mesa requesting that the City provide a new Management Analyst who will act as Assistant Manager for the District as a City employee. Director Schafer seconded. Motion carried unanimously. Screening of Trash Containers Ms. Reichle met with City Staff to discuss the implementation of items to increase public awareness as suggested by Mr. Bill Morris in his memo to City Council dated September 4, 1996. Director Worthington suggested utilizing the code enforcement officer by having him place reminder notes on trash cans left out beyond the specified time period. Ms. Guastella suggested updating the fluorescent green cards to include directing recipients to remove trash containers from the parkway and place them out of sight. Ms. Guastella stated she mails these cards daily, and would make them available to the code enforcement officer. Ms. Reichle estimated the cards would take approximately three weeks to prepare. • COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held October 10, 1996 Page 11 Director Perry requested an update report on the number of cards distributed and the effects, if any. NEW BUSINESS OCEMO (Emergency Management Organization) Vote to include Disaster Recovery Alliance as Members Mr. Hamers presented a ballot from OCEMO, dated September 9, 1996, requesting the District cast their vote on whether the Orange County Disaster Recovery Alliance ( OCDRA) should be approved for OCEMO membership. Director Schafer motioned to approve the signature casting a vote to allow OCDRA membership in OCEMO. Director Perry seconded. Motion carried unanimously. PUBLIC COMMENTS There were no public comments. ® ORAL COMMUNICATIONS Director Schafer attended the Candidates' Night meeting and advised the Board it will be televised. President Ferryman invited the Board members and Staff to attend Costa Mesa High School's Mustang Corral that will include a carnival. The Mustang Corral will be held November 1, 2, and 3. President Ferryman will be preparing chili for the event. A retirement party in Ms. Reichle's honor will be held January 30, 1997. ADJOURNMENT At 5:20 p.m. President Ferryman adjourned the meeting. 01, L, J, I, 40 Secretary �C printed on recycled paper r' President