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Minutes - Board - 1989-02-09MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS j COSTA MESA SANITARY DISTRICT • February 9, 1989 CALL TO ORDER President Wahner called the meeting to order at 7:30 p.m. ROLL CALL: Present: Directors - Wahner, Crank, Hanson, Ferrvman. Absent: Directors - Green. Officials present: Roy June, Attorney REFUNDS: Mr. Mattern presented a request from Stanton S. Eilenberg Eilenberg, 15322 Moulins Circle, Irvine, CA 92714, for refund of Trash Assessment fees of $154.86 on A.P. No. 141 - 141 -48. Mr. Eilenberg has moved and the exemption form was not forwarded to his Bruce Mattern, Manager Robert Oman, Finance Director Robin Hamers, Engineer Florine Reichle, Assistant Secretary Guest: Mr. Raul Rangel, Orco Disposal. MINUTES: On motion by Director Crank, seconded by Director January 12, 1989 Hanson, the minutes of the regular meeting of January 12, 1989, were approved as distributed and posted. • STUDY SESSION A Study Session was held on January 26, 1989, for January 28, 1989 the purpose of discussing the qualifications the Board would like to see in a manager for the District, which is provided to the District pursuant to the District /City contract. The following Board Members and Staff were present: James Wahner, Orma Crank, Robert Hanson, Roy June, Robin Hamers, Robert Oman and Florine Reichle. Mr. June was asked to write a letter to the City Manager outlining these qualifications and as a second and separate item, request that Ms. Reichle remain working for the District irrespective of the appointment of new manager. WRITTEN Mr. Mattern circulated a copy of the CSDA CORRESPONDENCE: Newsletter; letter from the Local Agency Formation Commission announcing an opening for its public member commissioner; and a copy of a letter from the City of Irvine to the County Solid Waste Division offering comments on the Coyote Canyon /Bee Canyon Landfill transition. REFUNDS: Mr. Mattern presented a request from Stanton S. Eilenberg Eilenberg, 15322 Moulins Circle, Irvine, CA 92714, for refund of Trash Assessment fees of $154.86 on A.P. No. 141 - 141 -48. Mr. Eilenberg has moved and the exemption form was not forwarded to his s S. Eilenberg new address. Staff investigation showed that he (continued) has a long standing record of proper and timely i{ filing for exemption, thus recommended approval. • MOTION Director Crank made a motion, seconded by Director Hanson, to approve the refund of $154.86. Motion carried by the following roll call vote: AYES: Wahner, Crank, Hanson, Ferryman. NOES: None Charles Berger Mr. Mattern presented a request for refund of trash assessment fees on A.P. No. 141 - 141 -54, from Beverly Grey 23811 Salvador Bay, Lagune Niguel, CA 92677, for Charles Berger, who currently resides in France. Ms. Grey handles the business affairs of Mr. Berger. She had a proper exemption form in her file signed by Mr. Berger previous to the deadline, but had not filed it with the District. Staff verified that Mr. Berger has a long standing record of filing for exemption in a timely manner, therefore, recommended approval. MOTION: Director Hanson made a motion, seconded by Director Crank, to approve the refund of $154.86. Motion carried by the following roll call vote: AYES: Wahner, Crank, Hanson, Ferryman. NOES: None • OCCUPANCY REPORT Mr. Mattern read the Occupancy Report showing neither an increase nor decrease in the trash collection count; therefore the total, as of February 1, 1989, remains 19,706 units. MOTION On motion by Director Hanson, seconded by Director Crank, and carried 4 -0, the Occupancy Report was approved as submitted. FINANCIAL On motion by Director Hanson, seconded by Director REPORT Ferryman, and carried 4 -0, the Financial Report was approved as submitted by Mr. Oman. PROJECT STATUS Mr. Hamers reported there was one addition to REPORT the Project Status Report. On Project No. 106, Televising of Sewer Lines, a claim in the amount of $925.95 from Sharon O'Flaherty has been forwarded to the contractor, National Plant Services, for an incident that occurred on December 19, 1988. MOTION: On motion by Director Crank, seconded by Director Hanson, and carried 4 -0, the Project Status Report was received and filed. • -2- PROJECT NO. 111- 2100 -93 • Replacement of Pumping Station Control Panels PROJECT NO. 111 - 2100 -99 Elden Avenue Pump Station Mr. Hamers requested a Change Order to the contract with ESSCO to furnish electrical control panel for Elden Pumping Station. The change order covers the upgrades and the increase in costs since January, 1986. On motion by Director Hanson, seconded by Director Crank, Change Order No. 3 to ESSCO was approved, in the amount of $2,611. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - Wahner, Crank, Hanson, Ferryman. None Mr. Hamers requested authorization to negotiate directly with the pump manufacturers representative for the purchase of pumps for the Elden Avenue Pumping Station in an effort to maintain conformity and ease of maintenance in District pump stations. MOTION: On motion by Director Hanson, seconded by Director Ferryman, authorization to negotiate directly with the Flygt Pump Manufacturer for a price not to exceed $55,000, was approved by the following roll call vote: • AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None PROJECT NO. Mr. Hamers presented a letter of proposal to the 111 - 2100 -109 County of Orange, EMA, proposing that the County issue redevelopment bonds to cover the design and Santa Ana construction cost of redirecting the sewer flows Heights Sewer across the Corona del Mar Freeway as outlined in Services the study; the District design the improvements, administer and inspect the construction; the District retain ownership of the existing lines in Santa Ana Heights and the newly constructed lines until Newport Beach annexes the area, at that time ownership of the lines could be transferred to them. MOTION: Director Hanson made a motion, seconded by Director Crank to authorize Mr. Hamers to prepare a letter proposal to the County for President Wahner's signature. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Ferryman. • NOES: Directors - None -3- PROJECT NO. Mr. Hamers presented a proposal to begin the 111- 2100 -111 design of the Fair Drive Sewer Reconstruction. Mr. Hamers said the results of televising this Fair Drive sewer showed it to be in extremely poor condition, Sewer beyond the point of rehabilitative measures, Reconstruction thus warranting reconstruction. He proposes to complete the design phase at the following rate: Engineering $ 50 /hour Drafting $ 40 /hour Surveying (2 men) $130 /hour Surveying (3 men) $150 /hour He anticipates the total design cost including soils engineering will not exceed $12,500, this is a maximum figure and billing will be only for actual time worked. MOTION: On motion by Director Crank, seconded by Director Hanson, the proposal was approved, not to exceed $12,500, by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None PUBLIC SERVICES Mr. Hamers gave a brief report on the Public COMMITTEE - Services Committee of the Costa Mesa Chamber CHAMBER OF of Commerce. He said the month of April has COMMERCE been declared Earthquake Preparedness Month. He also reported he had previewed the film prepared on the subject, in which Mr. Mattern had participated on behalf of the District. CLAIM - Mr. Mattern presented a claim for reimbursement R.A. VANASER of plumbing costs in the amount of $77.50 from Mr. R. A. Vanasek. Staff investigation confirmed the stoppage was due to a malfunction of the Elden Avenue Pumping Station on October 29, 1988. An immediate payment was recommended. MOTION: Director Hanson made a motion, seconded by Director Ferryman to authorize payment of $77.50 to Mr. Vanasek, and Ms. Reichle was asked to notify Special Districts Insurance Authority, according to their procedure. Motion carried by the following roll call vote: AYES: Directors - NOES: Directors - -4- Wahner, Crank, Hanson, Ferryman. None • • • COYOTE CANYON/ Mr. Raul Rangel, President of Orco Disposal, BEE CANYON spoke on the proposed closing of Coyote Canyon, TRANSITION the delayed opening of Bee Canyon, and the impact of both on his corporation and the District. The plan has been that Bee Canyon would open and Coyote Canyon would be phased out over a four- to six -month period to assure both the public and the hauler .a smooth transition. In December the District learned that Bee Canyon is not yet under construction because of environmental concerns and there is no assurance is will be opened before Coyote Canyon is closed. Mr. Rangel is a member of an ad hoc committee to the Waste.Management Board which is actively working on alternate plans to handle the situation in the most expeditious manner. He said he would continue to represent his company and the District on this committee and report back at the March 9 meeting. He was also asked to investigate the possibility and cost associated with using transfer stations during the transition period. Staff was directed to prepare a letter to the Board of Supervisors advising them of the District's position. SETTLEMENT Mr. June reported on the mandatory settlement OF CLAIM - conference on the Donald Burden claim. He stated Donald Burden he appeared in Superior Court on January 19, 1989 with the Attorney for Special Districts Insurance Authority. A settlement was approved by the court containing three requirements: payment of $8,000 to Mr. & Mrs. Burden by SDIA; the construction of a clean -out valve at the cost of SDIA; an opinion letter from Mr. Hamers stating that the condition has been corrected and that backup is unlikely to reoccur. He said ratification of the settlement is now appropriate. MOTION: On motion by Director Hanson, seconded by Director Crank, the settlement approval was ratified by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None CLAIM UPDATE - Mr. June reported on the status of the claim of MLADEN BUNTICH Mladen Buntich. He said that depositions have been taken and at the status conference, a mandatory settlement conference was set. At this time it will be required that a Board Member be present with authority to settle the claim. -5- pvLICY STATEMENT Mr. Mattern presented a Policy Statement on Private Sewer Private Sewers within the City of Costa Mesa. Projects within Mr. Hamers said he had worked with the City's • City of Costa Chief Plumbing Inspector and the procedure is Mesa to the satisfaction of the District and City. MOTION: On motion by Director Hanson, seconded by Director Ferryman, the Policy Statement was adopted as presented by Staff, effective February 10, 1989. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None POLICY STATEMENT Mr. Mattern presented a Policy Statement on Safety Procedures District Safety Procedures. He explained that the Special Districts Insurance Authority had requested the District adopt a safety procedure in line with their requirements regarding District liability. He further stated this policy will be included in the District contract specifications. MOTION: Director Hanson made a motion, seconded by Director Ferryman, to adopt the Policy Statement as presented by Staff effective February 10, 1989. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, • Ferryman. NOES: Directors - None WARRANT REPORT Director Hanson made a motion, seconded by NO. 89 -08 Director Crank, authorizing the President and Secretary to sign Report No. 88 -08 instructing the City of Costa Mesa to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $203,905.46. Motion MOTION: carried by the following roll call vote: AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None CLOSED SESSION President Wahner declared the meeting adjourned to closed session to discuss personnel matters. Ms. Reichle was excused The Board reconvened at 9:10 p.m. INCREASE IN Director Crank made a motion, seconded by Director COMPENSATION Hanson, to increase the amount of compensation of OF DISTRICT staff per meeting to $100, effective March 1, STAFF 1989. Motion carried by the following roll call vote: am MOTION AYES: Directors - Wahner, Crank, Hanson, S (continued) Ferryman. • NOES: Directors - None NEW DISTRICT Director Hanson made a motion, seconded by CLASSIFICATION Director Ferryman, to approve the concept PROPOSED of a new classification as presented by Staff and requested Staff to prepare a job description and salary range to be presented at the March 9 meeting; the position to be in effect April 1, 1989. They further moved that since Ms. Reichle has been performing the duties proposed in the new position since November 1, 1988, she should be compensated retroactive to that date or the closest pay- day to that date, once the new salary range is established. Motion carried by the following roll call vote: MOTION AYES: Directors - Wahner, Crank, Hanson, Ferryman. NOES: Directors - None • DIRECTOR GREEN It was noted that Director Green was absent EXCUSED because he had undergone eye surgery and had returned home from the hospital today. ADJOURNMENT: President Wahner declared the meeting adjourned at 9:15 p.m. -7-