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Minutes - Board - 1985-07-11Call to Order Roll Call MINUTES OF THE. REGULAR -MEETING BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT July 11, 1985 The meeting was called to order by'President Wahner at 7:30 p.m. Present: Directors- Wahner-, Crank, Hanson; Green; Gallacher Absent: Directors - None Officials Present: Bruce Mattern, Manager Roy June, Attorney Robert Oman, Finance - Director Rob Hamers, Engineer_--:- Florine Reichle, Asistant Secretary_ MINUTES: On motion by Director Gallacher, seconded by Director June 13, 1985 Green, and unanimously carried., the minutes of the regular meeting of July 11, 1985, were approved as distributed and posted. WRITTEN Mr. Mattern circulated a copy of a letter to Tom COMMUNICATIONS: Dawes, Orange County Sanitation Districts, from Rob Hamers, in response to their May letter in which they stated the OCSD would reimburse the local sewering agencies for repairs and rehabilitation to manholes that have shown deterioration due to gases emanating from the OCSD trunk sewers. Mr. Hamers included a map showing- 20 locations within. the Costa Mesa Sanitary District boundaries that were affected and would so qualify in the program. OCCUPANCY REPORT Mr. Mattern read the Occupancy Report showing there has been neither increase nor decrease in the trash and garbage collection count; the total as of July 1, 1985, remains at 20,621 units. MOTION: On motion by Director Crank, seconded by Director Hanson, and unanimously carried, the Occupancy Report was received and filed. FINt,NCIAL REPORT On motion by Director Hanson, seconded by Director Green, and unanimously carried, the Financial Report for June 1985 was approved as.submitted by Mr. Oman. n PROJECT STATUS Mr. Hamers reported progress in continuing on the REPORT Update- of District Records; construction is nearly completed on the Santa Ana -Delhi Channel Sewer, developer will be submitting cost breakdown and request for reimbursement at the August meeting; design phase is continuing on the Flower Street Sewer Phase II; design phase is also continuing on the Harbor Boulevard Relief Sewer; study is con- tinuing on the Airway Avenue Sewer. SANTA ANA AVENUE Mr. Hamers said that following the bid opening on PUMPING STATION the Santa Ana Avenue Pumping Station, the costs Increase in for design, construction, inspection and the Appropriation purchase of the pumps appear to exceed the original appropriation for the project; he therefore recom- mended an increase in appropriation for the project by $9,500. MOTION: Director Hanson made a motion, seconded by Director Crank, to increase the appropriation by $9,500 from the General Reserve for the construction of the Santa Ana Avenue Pumping Station. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None Award Contract Mr. Hamers reported that bids were opened on July 1, 1985, for the construction of the Santa Ana Avenue Pumping Station and only one bid was received. He recommended the contract be awarded to Floyd- Kordick, J.V., P. 0. Box 1857, Redlands, California 92373, in the amount of $115,691.42. The contractor met all the requirements as speci- fied in the bid documents and has shown excellent past performance on a previous District project. MOTION: Director Gallacher made a motion, seconded by Director Green, to award the contract to Floyd - Kordick, J.V., in the amount of $115,691.42. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None • �m Proposal to Complete Mr. Hamers presented a proposal to complete the Construction Phase construction phase of the Santa Ana Avenue Pumping Station as follows: Engineering 40 hours @ $45 /hr = $ 1,800 Drafting 4 hours @ 35 /hr = 140 Inspection 480 hours @ 30 /hr = 14,400 The total is not to exceed $16,340, and billing will be for actual time worked. MOTION: Director Hanson made a motion, seconded by Director Crank, to accept the proposal as presented, not to exceed $16,340. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ANNEXATION NO. 212 Mr. June informed the Board that the Local Agency Final Acceptance Formation Commission has authorized the District to annex the property described in Annexation No. 212 without notice of public hearing by the . board, and without election, since it is an annex- ation requested by 100 percent of the owners of the real property being annexed. A Negative Declaration of said property has been completed by the City of Costa Mesa as the Lead Agency, pursuant to the California Environmental Quality Act of 1970. Resolution No. 192 -A Director Crank made a motion, seconded by Director Hanson, that Resolution No. 192 -A being A RESOLUTION MOTION: OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, DECLARING AND ORDERING CERTAIN TERRITORY ANNEXED TO THE COSTA MESA SANITARY DISTRICT WITHOUT HEARING OR ELECTION AND ESTABLISHING AND ASSIGNING TAX CODE AREA FOR ANNEXATION NO. 212 be adopted. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ANNEXATION NO. 215 Mr. June informed the Board that the Local Agency Final Acceptance Formation Commission has authorized the District to annex the property described in Annexation No. 215 0 without notice of public hearing by the Board, and without election, since it is an annexation requested by 100 percent of the owners of the real - 3 - Annexation No. 215 property being annexed. A Negative Declaration (Continued) has been completed by the City of Costa Mesa as the Lead Agency, pursuant to the California Envi- ronmental Quality Act of 1970. Resolution No. 193 -A Director Crank made a motion, seconded by Director Green, that Resolution No. 193 -A being A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, DECLARING AND ORDERING CERTAIN TERRITORY ANNEXED TO THE COSTA MESA SANITARY DISTRICT WITHOUT HEARING OR ELECTION AND ESTABLISHING AND ASSIGNING TAX CODE AREA FOR ANNEXATION NO. 215 be adopted. Motion was carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ANNEXATION NO. 219 Mr. June presented a resolution making application Making Application to the Local Agency Formation Commission for Annex- ation No. 219 to the Costa Mesa Sanitary District. He informed the Board that fees were paid as part of an agreement proposed by the Board of Directors on March 14, 1985 and agreed to by the Newport -Mesa Unified School District on April 23, 1985. Resolution No. 85 -422 is Director Hanson made a motion seconded b Director • D Y Crank, that Resolution No. 85 -422, 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. 219, be adopted. Motion was carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ZERO TAX EXCHANGE Mr. June informed the Board that a resolution con - ANNEXATION NO. 219 senting to Zero Tax Exchange is still required by the County before application for annexation will be accepted. Resolution Director Hanson made a motion, seconded by Director No. 85 -423 Gallacher, that Resolution No. 85 -423, being A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, • - 4 - Resolution CONSENTING TO ZERO TAX EXCHANGE ON CERTAIN ANNEXA- No. 85 -423 TION TO THE DISTRICT, ESTABLISHING CONDITIONS OF (Continued) WAIVER AND STATING REASONS THEREFOR, be adopted. MOTION: Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ANNEXATION NO. 220 Mr. June presented a resolution making application Making Application to the Local Agency Formation Commission for Annex- ation No. 220 to the Costa Mesa Sanitary District. He informed the Board that fees were paid as part of an agreement proposed by the Board of Directors on March 14, 1985 and agreed to by the Newport -Mesa Unified School District on April 23, 1985. 0 Resolution Director Hanson made a motion, seconded by Director No. 85 -424 Green, that Resolution No. 85 -424, 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. -220, be adopted. Motion was carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Gallacher None None Hanson, Green ZERO TAX EXCHANGE Director Hanson made a motion, seconded by Director ANNEXATION NO. 220 Green, that Resolution No. 85 -425, being A RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA Resolution SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, - No. 85 -425 CONSENTING TO ZERO TAX EXCHANGE ON CERTAIN ANNEXA- TIONS TO THE DISTRICT; ESTABLISHING CONDITIONS OF WAIVER AND STATING REASONS THEREFOR, be adopted. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ANNEXATION NO. 221 Mr. June presented a resolution making application Making Application to the Local Agency Formation Commission for Annex- ation No. 221 to the Costa Mesa Sanitary District. He informed the Board that fees were paid as part of an agreement proposed by the Board of Directors • on March 14, 1985 and agreed to by the Newport -Mesa Unified School District on April 23, 1985. - 5 - Resolution Director Gallacher made a motion, seconded by • No. 85 -426 Director Crank, that Resolution NOo 85 -426 being. A RESOLUTION 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. 221, be adopted. Motion was carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None ZERO TAX EXCHANGE Director Hanson made a motion, seconded by Director ANNEXATION NO. 221 Green, that Resolution No. 85 -427, being A RESOLU- TION OF THE BOARD OF DIRECTORS OF THE COSTA MESA Resolution SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, No. 85 -427 CONSENTING TO ZERO TAX EXCHANGE ON CERTAIN ANNEXA- TIONS TO THE DISTRICT; ESTABLISHING CONDITIONS OF WAIVER AND STATING REASONS THEREFOR, be adopted. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Hanson, Green Gallacher None None • AYES: Directors - Wahner, Crank, Hanson, Green Gallacher • NOES: Directors - None ABSENT: Directors - None TRANSFER OF Mr. Oman was asked to report on the feasibility of TREASURY /ACCOUNTING transferring the treasury and accounting functions FUNCTIONS from the County to the City of Costa Mesa. He reported that there appeared to be no legal barrier Report to the District; however, he felt this must be verified by a legal opinion from Mr. June. He also named certain services that must continue to be obtained from the County and named the actions and documents necessary to implement the transfer. MOTION: On motion by Director Hanson, seconded by Director Gallacher, staff was directed to provide a legal opinion; to seek the approval of the City Manager to transfer the functions and amend the City /District contract; and to report back at the August meeting. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - ABSENT: Directors - Wahner, Crank, Hanson, Green Gallacher None None • r ® LIABILITY INSURANCE Mr. Oman reported that he had just today received notice from the City's insurance broker of the premium cost of an insurance policy to reduce the self - insured retention from $500,000 to $100,000 for the District. In order to obtain this cover- age, it is required that the premium be paid before the date of the next meeting. Mr. Oman stated that this policy is needed because it is not possible to obtain separate insurance for the District, except at exorbitant cost, and it is obviously necessary to reduce the self- insured retention on the City's policy to an acceptable level for the District. MOTION: Director Hanson made a motion, seconded by Director Crank, to pay the sum of $25,000 to Bayly, Martin and Fay, Inc., 3801 Barham Boulevard, Suite 100, Los Angeles, California 90068 -1094. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None AUGUST MEETING The following dates were set for the August meetings: DATES SET August 6, 1985 - Public Hearing for Trash Assessment and Sewer Service Fees August 8, 1985 - Regular meeting August 20, 1985 - Approval of 1985 -86 Budget WARRANT REPORT Director Hanson made a motion, seconded by Director NO. 85 -01 Green, authorizing the President and Secretary to sign Report No. 85 -01 instructing the County Auditor to draw a warrant from the Costa Mesa Sanitary District General Fund for $193,832.38. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Green Gallacher NOES: Directors - None ABSENT: Directors - None WARRANT REPORT Director Hanson made a motion, seconded by Director NO. 85 -02 Green, authorizing the President and Secretary to sign Report No. 85 -02 instructing the County Auditor to draw a warrant from the Costa Mesa Sanitary District General Fund for $19,946.83. Motion • carried by the following roll call vote: - 7 - MOTION: AYES: Directors - Wahner, Crank, Hanson, Green (Continued) Gallacher NOES: Directors - None ABSENT: Directors - None WARRANT REPORT Director Hanson made a motion, seconded by Director NO. 85 -03 Green, authorizing the President and Secretary to sign Report No. 85 -03 instructing the County Auditor to draw a warrant from the No. 7 Trunk Sewer Fund in the amount of $760. Motion carried by the following roll call vote: AYES: NOES: ABSENT: ADJOURNMENT Preside at 8:50 Directors Directors Directors nt Wahner d p.m. - Wahner, Crank, Hanson, Green Gallacher - None - None eclared the meeting adjourned President -Sec - retary •