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Minutes - Board - 1982-01-140 40 MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT January 14, 1982 Call to 'Order The meeting was called to order by President Wahner at 7:30 p.m. Roll Call Present: Directors - Wahner, Crank, Hutchison, Hanson, Green Absent: Directors - None Officials Present: Steve Hayman, Administrative Assistant , Roy June, Attorney Robert Oman, Finance Director Rob Hamers, Engineer Florine Reichle, Assistant Secretary Guests Attending the meeting were James Westly, O'Donnell, Brigham and Partners, 1301 Dove Street, #760, Newport Beach; Jene Lyle, Williamson & Schmid,.17782 Skypark Boulevard, Irvine. Minutes of Upon motion by Director Hanson, seconded by December 10, 1981 Director Hutchison, and unanimously carried, the minutes of December 10, 1981, were approved as submitted. Written Mr. Hayman presented three items of communication. Communications First a letter from.past.,Director.Kerm Rima thank- ing the Board for the book that was sent to him during a recent illness; a letter from Alan Cranston thanking the Board for the letter.of support for the Clean Water Act; and a letter of invitation to the board to attend the 1982 Special District Presidents' and Board Members' Institute in Sacramento, February 26, 27, and 28. President Wahner asked to take up this last item under new business. Cambridge Park Mr. Hayman presented a letter from the firm of Project Request Williamson and Schmid, requesting that their for Public Sewer request for public sewer be given special consid- eration as they felt a hardship had been created due to the change in the District's policy after the plans and documentation had been prepared and reviewed by the District, thereby increasing the amount of processing and time delays. Mr. Hamers explained that there would be no increased proc- essing or time delays in processing their plans Cambridge Park so he could not see that a hardship existed, but Project he pointed out the benefits of installing a private (Continued) sewer, such as lower sewer fees and less restrictive construction requirements. MOTION Director Hanson made a motion, seconded by Director Green, to uphold the new policy decision that the project remain on a private sewer system. Motion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Membership California Mr. Hayman presented a letter from the California Special Districts Special Districts Association asking for member - Association ship renewal for 1982. MOTION Director Hanson made a motion, seconded by Director Crank, to continue membership in the California Special Districts Association in 1982, and requested that the membership fee of $440 be sent with the renewal form. Motion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Hanson, NOES: DIRECTORSi None ABSENT: DIRECTORS: None Crank, Hutchison, Green Refund Request Mr. Hayman presented a request for refund of trash Mrs. Harvison assessment fees from Mrs. William Harvison, 2400 Elden, #27, in the amount of $150. Staff investi- gation showed justification for the 1981 -82 tax year refund was in order. No other exemption forms could be found for previous years on this parcel. MOTION Director Crank made a motion, seconded by Director Hutchison to approve a refund to Mrs. William Harvison, 2400 Elden, #27, Costa Mesa, California, in the amount of $56 on A.P. 439- 292 -27. Motion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None -2- • •Refund Request Mr. Clifton's request for refund of connection M. L. Clifton fees was for $465. Considerable staff investiga- Plumbing tion in Sanitation and Building Divisions could not substantiate the same number of fixtures as in Mr. Clifton's request. Since Mr. Clifton demolished before a count was made, recommendation is based on the Building Division's report that there were seven toilets and seven wash basins before demolition. MOTION Director Hanson made a motion, seconded by Director Crank, to refund connection fees in the amount of $367.50 minus an administrative cost of $15 for the lengthy investigation, or a total of $352.50 to M. L. Clifton Plumbing, 7671 Sierra Circle, La Palma, California 90623. Motion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Occupancy Report Mr. Hayman read a communication stating there were 9.5 units added to the December 1, 1981, count of 21,128'.50, 2 units subtracted based on Board action in November; 1 unit subtracted based on Board action in December; bring the total to 21,135.00 occupancies for trash and garbage collection as of January 1, 1982. Mr. Hayman further reported that we had just been notified that due to a delay in posting procedures within the Building Division, we have not been furnished with the material necessary for an accurate count for the past several months. The problem has been resolved and an accurate and up -to -date report will be given in February. Financial Report Upon motion by Director Hanson, seconded by Director Green, and unanimously carried, the Financial Report for December 1981 was approved as submitted. Award of Contract At the November 12, meeting, Mr. Mattern informed Westbluff, Adams the Board of the immediate need for new electrical and Elden Pumping lines at the Westbluff, Adams, and Elden Pumping Stations Stations. This was considered to be an emergency situation due to the electrical lines filling with water. The following bids were received: Campbell Electric $13,267 Affiliated Electric 17,581 AMP Electric 19,670 Staff authorization was to accept low bid. -3- Authorization of To complete the repair and maintenance on the Purchase of Pumps Westbluff Pumping Station, it was necessary to for Westbluff purchase two pumps and one adapter, totaling • Pumping Station $2,774. MOTION Director Hanson made a motion, seconded by Director Crank, to award the contract for the repair and replacement of lines at the Westbluff, Adams, and Elden Avenue Pumping Stations to Campbell Electric, 18182 Construction Circle West, Irvine, California 92714, in the amount of $13,267; and to purchase the pumps needed after the installa- tion of new lines in the Westbluff Pumping Station. Motion was carried in the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Transfer of Funds Mr. Oman said it would be necessary to transfer funds from the General Reserve to Maintenance and Operations. The repair is considered extraordinary maintenance and must be done immediately. MOTION Director Hanson made a motion, seconded by Director Crank, to transfer funds from the General Reserve • in the amount of $17,000 to the Maintenance and Operations fund. Motion was carried in the follow- ing roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Zero Tax Exchange Mr. June said the County had again requested a Annexations 201 resolution from the Board of Directors consenting and 202 to zero tax transfer on Annexations 201 and 202 before finalization can be approved. Resolution 82 -373 Director Hanson made a motion, seconded by Director Crank, that Resolution 82 -373, being A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, CONSENTING TO ZERO TAX EXCHANGE ON ANNEXATIONS 201 AND 202 TO THE DISTRICT; ESTABLISHING CONDITIONS OF WAIVER AND STATING REASONS THEREFOR, be adopted. Motion was carried in the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, • Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None -4- • Master Plan Mr. Hamers gave an update on the Master Plan. President Wahner asked.him to prepare a map showing the progress to date for the next meeting. Policy Statement At the December meeting, Mr. Hamers was asked if District Engineer he had a preference in title for his position. He asked to defer his answer until this meeting. mr. Hamers said he preferred to be an official of the District and be named District Engineer, and thus be covered by the District's liability policy and public officials liability insurance. MOTION Director Hanson made a motion, seconded by Director Crank,,to name Mr. Rob Hamers as District Engineer and asked to have the Policy Statement on District Engineer be amended to reflect this decision. Motion was carried in the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None 687 West 18th Mr. Hayman reported that what had appeared to be a Sewer Line sewer break at this location turned out to be tree • Obstruction roots that had entered the pipe at the transition point between the clay pipe and the plastic pipe. He also presented a letter, received the day of the meeting, from John Konwiser, owner of the property, saying he concurred with this determination and as far as he was concerned the case is closed. Retrieval of Mr. Hayman reported that negotiations are continuing Documents with Mr. Stevens on the retrieval of District docu- ments. Mr. Stevens expressed desire.to make a smooth transition in an expeditious manner, but when contacted today for documents that were supposed to be ready, asked for more time, and said he would contact the District office when ready. MOTION Director Hutchison made a motion, seconded by Director Hanson, and unanimously carried, that an absolute deadline of January 30, 1982, be estab- lished for a final transition, including retrieval of all District documents. Sewer. Services Mr. Hayman asked for approval of the Sewer Service Agreement Agreement with the M. D. Janes Company as requested M. D. Janes Company by the Board as a requirement of Annexation No. 203 and that.the necessary signatures be authorized. • J -5- M. D. Janes Company Director Hutchison made a motion, seconded by (Continued) Director Green, to approve the agreement and MOTION authorize the President and Secretary to sign. Motion was carried in the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Proposed Sewer Directors Hanson and Hutchison reported on the Service Assessment proposed sewer service assessment by Orange County Sanitation Districts. They said OCSD would like the District to designate how much money is needed for improvement and an amount that should be charged per parcel for transmission; and for a charge to be determined for the information we can provide via our system for assessing the parcels. They said that Boyle Engineering is conducting a study on this and the first phase should be done in three months. The Board asked staff to arrange for a speaker from OCSD to come to a Board meeting and discuss the proposed assessment, next meeting if possible. Warrant No. 81 -10 Director Hanson made a motion, seconded by Director • Hutcnison to authorize the President and Secretary to sign a warrant from the Costa Mesa Sanitary District General Fund in the amount of $127,896.73. Motion was carried in the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None 1982 Special Mr. Hayman presented a communication from the Districts University of California Extension, Santa Barbara, Presidents' and inviting the Board of Directors to participate in Members' Institute a conference to be held in Sacramento on February 26, 27, and 28. Discussion following indicated that much of the program would be a refresher for many of the directors and that staff could provide most of the other information that was being offered. • MU-10 A MOTION Director Green made a motion, seconded by Director Hanson, to send Bob Hanson as a representative of the Board. Motion was denied by the following roll call vote: AYES: DIRECTORS: None NOES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green ABSENT: DIRECTORS: None Director Hanson The announcement was made that Director Bob Hanson Named President has recently been elected President of Independent of ISDOC Special Districts of Orange County. Election of Director Crank made a motion, seconded by Director Officers Green, that the current slate of officers be elected by acclamation: President - James Wahner Vice President - Orma Crank Secretary - Elvin Hutchison and that the existing representation on the Orange County Sanitation Board remain the same: • District No. 1 - Hanson; Alternate - Crank District No. 6 - Hutchison; Alternate - Crank District No. 7 - Wahner; Alternate - Green • these assignments to be in effect for two years. notion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hutchison, Hanson, Green NOES: DIRECTORS: None ABSENT: DIRECTORS: None Adjournment President Wahner declared the meeting adjourned at 9:17 P.M. resi ent Secretary -7- UP