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Minutes - Board - 1984-04-12• MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS Y COSTA MESA SANITARY DISTRICT April 12, 1984 F_j Call to Order The meeting was called to order by President Wahner at 7:30 p.m. Roll Call Present: Directors - Wahner, Crank, Hanson, Green, Smith Absent: Directors - None Officials Present: Bruce Mattern, Manager Roy June, Attorney Rob Hamers, Engineer Robert Oman, Finance Director Florine Reichle, Assistant Secretary MINUTES: On motion by Director Crank, seconded by Director March 8, 1984 Smith, and unanimously carried, the minutes of the regular meeting of March 8, 1984, were approved as distributed and posted. WRITTEN Mr. Mattern circulated copies of a letter to the COMMUNICATIONS Southern California Edison Company advising them that a recent sewer line break on Victoria Street Sewer Line Break at Victoria Place has been traced to a recently Victoria Street installed Edison power pole on Victoria Street. They were advised that an invoice would follow after the entire cost of repairs was determined. REPORT Mr. Mattern presented a request from Plaza del Refunds Sol Homeowners Association to refund Trash Assess- ment fees for 1983 -84 in the amount of $31.00 on Plaza del Sol A.P. No. 412 - 071 -18. The parcel contains a swim - No. 1 ming pool only. The owner has had one -half of the charges cancelled, but having paid one -half, is requesting a refund for that portion. MOTION: Director Green made a motion, seconded by Director Crank, to approve refund of $31.00 to Plaza del Sol Homeowners Association, 1125 Debra Drive, Costa Mesa, California 92626. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Plaza del Sol Mr. Mattern presented a request from Plaza del No. 2 Sol Homeowners Association to refund Trash Assess- ment fees for 1983 -84 in the amount of $31.00, and Sewer Assessment fees in the amount of $4.94 on A.P. No. 412 - 071 -17. The parcel is a parking lot. The owner has had one -half of the charges cancelled but having paid one -half, is requesting a refund for that portion. MOTION: Director Green made a motion, seconded by Director Smith, to approve refund of $35.94 to Plaza del Sol Homeowners Association, 1125 Debra Drive, Costa Mesa, California 92626. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Plaza del Sol Mr. Mattern presented a request from Plaza del No. 3 Sol Homeowners Association to cancel Sewer Assess- ment fees for 1983 -84 in the amount of $4.95, on A.P. No. 412 - 074 -20. The parcel is a private street. The owner has had the charges cancelled but having paid one -half, is requesting a refund for that portion already paid. • MOTION: Director Green made a motion, seconded by Director Smith, to approve refund of $4.95 to Plaza del Sol Homeowners Association, 1125 Debra Drive, Costa Mesa, California 92626. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Plaza del Sol Mr. Mattern presented a request from Plaza del No. 4 Sol Homeowners Association to cancel Sewer Assess- ment fees for 1983 -84 in the amount of $4.95, on A.P. No. 412 - 074 -55. The parcel is a private street. The owner has had the sewer charges cancelled but having paid one -half, would like a refund for that portion. MOTION: Director Hanson made a motion, seconded by Director Green, to approve refund of $4.95 to Plaza del Sol Homeowners Association, 1125 Debra Drive, Costa Mesa, California 92626. Motion carried by the following roll call vote: 0 - 2 - MOTION: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Plaza del Sol Smith No. 4 NOES: DIRECTORS: None • (Continued) ABSENT: DIRECTORS: None Thomas Rice Mr. Mattern presented a request from Thomas Rice to refund Trash Assessment fees in the amount of $155.00 on A.P. No. 439 - 221 -24 for 1983 -84. Although Mr. Rice has private dumpster service for his four units, no record could be found of his having made application for exemption as required by District policy. MOTION: Director Hanson made a motion, seconded by Director Crank, to deny refund of $155.00 to Thomas Rice, 2516 Cliff Drive, Newport Beach, California 92663. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Thomas Rice Mr. Mattern presented a request from Thomas Rice to refund Trash Assessment fees in the amount of $93.00 on A.P. No. 439 - 221 -25 for 1983 -84. The parcel was incorrectly charged for four units instead of one. • MOTION: Director Crank made a motion, seconded by Director Smith, to approve refund of $93.00 to Thomas Rice, 2516 Cliff Drive, Newport Beach, California 92663. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None French Quarters Mr. Mattern presented a request from the French Homeowners Assn. Quarters Homeowners' Association for refund of $9.90 for Sewer Assessment fees for 1983 -84 on A.P. No. 418- 146 -53. The parcel is a private street in a condominium development. MOTION: Director Crank made a.motion, seconded by Director Smith, to approve refund of $9.90 to French Quar- ters Homeowners' Association c/o HMR Property Management, 20062 Lawson Lane, Huntington Beach, California 92646. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith • NOES: DIRECTORS: None ABSENT: DIRECTORS: None - 3 - Rollo McClelland, Mr. Mattern presented a request from Rollo Jr. McClelland, Jr., to refund $8.00 for 1983 -84 Sewer Assessment fees on A.P. No. 439 - 241 -23. • This parcel is a small strip of land with no facilities. MOTION: Director Crank made a motion, seconded by Director Hanson, to approve refund of $8.00 to Rollo McClelland, Jr., 2425 Windward Lane, Newport Beach, California 92660. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Thomas Safstrom Mr. Mattern presented a request from Thomas Safstrom, to credit $155.52 for 1983 -84 Sewer Assessment fees on A.P. No. 139 - 652 -01 towards next year's assessment charges. Discussion followed and it was decided that the User Fee rate has been reduced twice from the inception of the first hearings and prior to the final rate submitted to the County Tax Collector, and the rate was based on, and calcuated, using the total square footages of this type of prop- • erty within the District as supplied by the County of Orange, and for these reasons there should be no credit. The Board did support the request to reduce the square footage that the user fee will be applied to for the upcoming year. This policy will apply to all properties similar in nature, reducing the square footage to eliminate those portions which only have warehousing and storage uses. MOTION: On motion by Director Hanson, seconded by Director Green, the request was denied for the above rea- sons and staff was requested to notify Mr. Safstrom and inform him of the reduction in applicable square footage. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None ASSESSMENT Mr. Mattern presented a request from the State of CANCELLATIONS California, Department of Public Works to cancel Sewer Assessment fees for 1983 -84, on A.P. No. • 141- 531 -02. Both parcels are vacant. =1= e MOTION: Director Assessment Green to Cancellations Motion c S AYES: NOES: ABSENT: Crank made a motion, seconded by Director approve cancellation of assessment fees. arried by the following roll call vote: DIRECTORS: Wahner, Crank, Hanson, Green, Smith DIRECTORS: None DIRECTORS: None City of Costa Mr. Mattern presented a request from the City of Mesa Costa Mesa to cancel Trash Assessment fees on A.P. No. 115 - 491 -32 for the year 1982 -83 in the amount of $73.20, and on A.P. 412 - 043 -32 for the year 1980 -81 in the amount of $56.00. Both par- cels are vacant strips of land. MOTION: Director Hanson made a motion, seconded by Director Smith to approve cancellation of fees on both par- cels. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Redevelopment Mr. Mattern presented a request from the Redevel- • Agency opment Agency to cancel old outstanding Trash Assessment fees on the following parcels: A.P. 422 - 271 -02 1981 -82 $ 94.02 A.P. 422 - 271 -03 1981 -82 94.04 A.P. 422 - 271 -04 1982 -83 73.20 A.P. 422 - 271 -05 1981 -82 137.56 A.P. 422 - 271 -06 1981 -82 137.56 MOTION: Director Green made a motion, seconded by Director Crank to approve cancellation of the fees in the total amount of $536.38 as all the parcels are vacant lots. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Redevelopment Mr. Mattern presented a second request from the Agency Redevelopment Agency to cancel Trash Assessment fees on the following vacant parcels: A.P. 422 - 251 -07 1981 -82 $137.54 A.P. 422 - 262 -17 1981 -82 123.72 • A.P. 424 - 222 -13 1980 -81 448.12 A.P. 424 - 252 -03 1979 -80 49.64 A.P. 424 - 252 -08 1981 -82 94.04 - 5 - MOTION: Director Hanson made a motion, seconded by Director Green to cancel Trash Assessment fees on the par- cels as requested by the Costa Mesa Redevelopment Agency in the total amount of $853.06. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Plaza del Sol Mr. Mattern presented a request from the Plaza del Homeowners Sol Homeowners Association to cancel Trash Assess- ment fees and penalty charges on A.P. 412- 071 -17, a parking lot, for the year 1982 -83 in the total amount of $67.00, and on A.P. 412 - 071 -18, lot with a swimming pool, for the year 1982 -83 in the total amount of $67.00. MOTION: Director Smith to charges $134.00. vote: AYES: NOES: ABSENT: Hanson made a motion, seconded by Director cancel the assessment fees and penalty Dn both parcels in the total amount of Motion carried by the following roll call DIRECTORS: Wahner, Crank, Hanson, Green, Smith • DIRECTORS: None DIRECTORS: None Occupancy Report Mr. Mattern read the Occupancy Report showing there had been neither increase nor decrease in the trash and garbage collection as of April 1, 1984; the total remains 20,612.50 units. MOTION: On motion by Director Hanson, seconded by Director Crank, and unanimously carried, the Occupancy Renort was received and filed. Financial Report On motion by Director Hanson, seconded by Director Green, and unanimously carried, the Financial Report for March 1984 was approved as submitted by Mr. Oman. Time Study Director Hanson questioned whether or not the Requested amount of time being charged to the District by various city employees is still the same as the percentages allotted to the District when the last study was made. President Wahner asked that a study be made and appointed Director Hanson to oversee the project. • - 6 - • Project Status Mr. Hamers presented the Project Status Report as Report follows: Construction is proceeding on the Adams Avenue Pumping Station and should be completed by May 1; no change in status on the project to Update District Records at City; the Newport Bou- levard Sewer Project is being rescheduled after July since CalTrans will not allow any construc- tion during July and August due to the Summer Olympics, and is only willing to approve night construction on Thursday through Sunday nights. Budget review is necessary to verify whether or not the current allocation is sufficient to handle night construction; the Pomona Avenue Sewer is nearing completion; and the Flower Avenue Sewer is being designed now and will be constructed prior to the Newport Boulevard Sewer project. Records Destruction Mr. June presented a request from Ed Miller, Program Assistant Finance Director, asking to have some old accounting records destroyed. Some of the documents date back to 1954 and most of the items listed are covered under a statute of limitation which requires that they be held for four years. The Costa Mesa Historical Society will be given the opportunity to select any of the old records for their collection of old data. • MOTION: On motion by Director Hanson, seconded by Direc- tor Crank, and unanimously carried, the District records listed will be destroyed after the Histor- ical Society has made their selection. Annexation No. 214 Mr. June presented a resolution making application Making Application to the Local Agency Formation Commission for Annexation No. 214 to the Costa Mesa Sanitary District. He informed the Board that annexation fees had been received along with the letter of request. Resolution Director Smith made a motion, seconded by Director No. 84 -405 Green, that Resolution No. 84 -405, being a RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, MAKING APPLICATION TO THE LOCAL AGENCY FORMATION COMMISSION OF ORANGE COUNTY, CALIFORNIA, FOR THE ANNEXATION OF TERRITORY TO THE DISTRICT, BEING ENGINEER'S NO. 214, be adopted. Motion was car- ried by the following roll call vote: AYES: DIRECTORS: • NOES: DIRECTORS: ABSENT: DIRECTORS: - 7 - Wahner, Crank, Hanson, Green, Smith None None Zero Tax Exchange Mr. June informed the Board that a resolution Annexation No. 214 consenting to Zero Tax Exchange would be required by the County before application for annexation • can be accepted. Resolution Director Hanson made a motion, seconded by Director No. 84 -406 Green, that Resolution No. 84 -406, being a RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, CONSENTING TO ZERO TAX EXCHANGE ON ANNEXATION NO. 214, TO THE DISTRICT; ESTABLISHING CONDITIONS OF WAIVER AND STATING REASONS THEREFOR, be adopted. Motion was carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Project Mr. Hamers requested that the bonds on the Modifi- No. 1112100 -73 cations of Existing Pump Stations be exonerated. Exoneration of The Notice of Completion has been recorded and the Bonds retention paid to the Contractor. MOTION: On motion by Director Hanson, seconded by Director Green, exoneration of bonds on Project 1112100 -73 was approved by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Project Mr. Hamers requested that the bonds on the Twenty No. 1112100 -77 Third Street Pump Station be exonerated as the Exoneration of Bonds Notice of Completion has been recorded. MOTION: On motion by Direct Hanson, exoneration was approved by the AYES: DIRECTORS: NOES: DIRECTORS: ABSENT: DIRECTORS: ar Crank, seconded by Director of bonds on Project 1112100 -77 following roll call vote: Wahner, Crank, Hanson, Green, Smith None None Newspaper Recycling The presentation on Newspaper Recycling was can - Pilot Program celled as the company representative said after further study his company decided they were unable to take on a project of this size. - 8 - U n Sewering Needs - Mr. Hamers presented a copy of a reply to the • Santa Ana Heights County EMA on the sewering requirements in the Santa Ana Heights area for their use in prepar- ing a Draft EIR. This was strictly an informa- tional item and the Board asked that Mr. Hamers keep them informed of the development activity in that specific area. • City /District Mr. Mattern presented the 1984 -85 City /District Contract Proposal Contract Proposal for approval; copies had been hand delivered to the Board Members during the past week. MOTION: After discussion, Director Hanson made a motion, seconded by Director Smith to approve the City/ District Contract Proposal for the Fiscal Year 1984 -85. Motion,carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Sewer Pump Station Mr. Mattern presented three system alternatives Alarm System from the Communications Department for upgrading the District's pump station sewer alarm system. All the alternatives include a central control unit in the Communications Center and all have an alternative of alarm interface with the CAD compu- ter. Mr. Mattern was asked to check with Orange County Sanitation Districts to ascertain what type of sewer alarm system they use or recommend and report back to the Board. Warrant Report Director Hanson made a motion, seconded by Director No. 83 -18 Green, authorizing the President and Secretary to sign Report No. 83 -18, instructing the County Auditor to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $169,189.17. Motion carried by the following roll call vote: AYES: DIRECTORS: Wahner, Crank, Hanson, Green, Smith NOES: DIRECTORS: None ABSENT: DIRECTORS: None Change of Meeting On motion by Director Hanson, seconded by Director Date Green, and unanimously carried, the date of the May Board Meeting was changed from May 10 to May 17. ISDOC Meeting Director Hanson asked for a representative to attend the May 3 meeting of the Independent Special Dis- tricts of Orange County to be held in the Costa Mes� Civic Center. Director Smith agreed to do this in Director Hanson's absence. ISDOC Banquet Director Hanson announced that a banquet will be held in the honor of all past and new officers of ISDOC. He said he hoped that all the Board Members will attend. ADJOURNMENT President Wahner declared the meeting adjourned at 8:39 p.m. - 10 - • •