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Minutes - Board - 1990-09-13MINUTES OF THE REGULAR MEETING BOARD OF DIRECTORS " COSTA MESA SANITARY DISTRICT ` . September 13, 1990 CALL TO ORDER President Wahner called the meeting to order at 7:30 p.m. ROLL CALL Present: Directors - Wahner, Crank, Ferryman, Cole. Absent: Director - Green. Officials present: Robert Brock, Manager Roy June, Attorney Donna Theriault, Accountant .Robin Hamers, Engineer Florine Reichle, Assistant Manager /Clerk of District MINUTES: On motion by Director Cole, seconded by Director August 9, 1990 Crank, and carried 4 -0, the minutes of the regular meeting of August 9, 1990 were approved as distri- buted and posted. WRITTEN Mr Brock circulated information from Independent CORRESPONDENCE Special Districts containing the results of the recent survey on obtaining special district seats on LAFCO; a letter from Waste Resource Recycling Company about a new technology known 'as the Lundell Process; and a copy of a newspaper article about apartment complex recycling. OCCUPANCY Mr. Brock read the Occupancy Report showing the REPORT yearly adjustment following trash assessment. As of September 1, 1990, the count has been increased by 49.5 units.bringing the total to 19,783 units. The increase represents new construction and the switch from private service to curbside by some owners of small multi- family units. On motion by Director Crank and seconded by Director Cole, the Occupancy Report was approved by ;the followig roll call _ ote: .. AYES: Direc`€ °ors - Wahner, Crank, Ferryman, Cole. NOES: 'Directors - None. FINANCE Ms Theriault presented the Financial Report for REPORT August 1990. The report was received and filed. PROJECT Mr. Hamers reported there were no additions to the STATUS Project Status Report. The report was received REPORT and filed. Aimed on Renrled Paper ENGINEER'S Mr. Hamers presented a list of projects within the REVIEW OF City of Costa Mesa where he signed plans as both PLANS the private engineer preparing plans and as Costa �F PROJECT Mesa Sanitary District Engineer. At the August 9, NO. 117 1990 meeting, the Board requested that a list be PUMPING STATION submitted monthly for the Board's determination ABANDONMENT - as to whether there is a conflict of interest. Limited Design Mr. Hamers reported signing plans that fit the Proposal criteria on projects at 1951 -1955 Wallace; 165 Mesa Drive; 2109 -2115 Valley Road. It was deter- mined that Mr. Hamers had made a full disclosure and conflict of interest does not exist. PROJECT Mr. Hamers presented a proposal to provide the NO. 113 necessary engineering services during the con - 21st Street struction phase of Project No. 113, 21st Street Sewer /Crossing Sewer crossing the Costa Mesa Freeway: Route 55 plus the construction of a gravity line leading to Freeway Engineering - 80 hours @ $55 /hour Drafting - 4 hours @ $44 /hour Inspection - 278 hours @ $39 /hour He noted the billing will be only for actual time worked and all expenditures will be reimbursed by CALTRANS. Director Crank made a motion, seconded by Director Ferryman, to accept and approve the proposal in the total amount of $15,418. Motion carried by the following roll call vote: hinted on Recycled Paper -2- • AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors - None. PROJECT Mr. Hamers presented a proposal to begin a limited NO. 117 design phase of Project No. 117, Westside Pumping PUMPING STATION Station Abandonment. In May, 1989 the abandonment ABANDONMENT - study, Project No. 101, was completed and adopted. Limited Design The report outlined a plan to abandon seven Proposal District pumping stations located on the west side of Costa Mesa, determining there would be sub - stantial long -term savings. Since that time, Mr. Hamers has been meeting with officials from City of Newport Beach and Orange County Sanitation Districts to formalize a plan that would benefit all parties. The plan involves construction of a new sewer siphon under the Santa Ana River by OCSD plus the construction of a gravity line leading to the siphon. This would allow Newport Beach to abandon one existing pumping station and one future station, and the District could then abandon seven existing stations. However, the concept is predicated on construction of two new sewer lines through the Costa Mesa Canyon Park. hinted on Recycled Paper -2- • Project No. 117 The park improvement plan is currently out to bid (continued). and includes improvement in various locations. For the District to construct the lines the approval of plans must be obtained from the Coastal Commission, Department ' of Fish and Game, Department of Fish and Wildlife, Orange County EMA, Corps of Engineers and the City of Costa Mesa. The City of Costa Mesa has concluded the sewer lines must be constructed in line with the improvement project and not at a later date. 'For this reason, Mr. Hamers declared the preparation of conceptual plans which could be submitted to the various agencies to secure permits would be the most prudent course of action. He proposes to complete the limited design phase at.the following. hourly rates: Engineering - $ 55 /hour Drafting - $ 44 /hour Surveying - $160 /hour • COSTA MESA DISPOSAL HAULER -100 PROGRAM - Survey Results • Printed on Recycled Paper He noted the billing will be only for the actual time worked and the total cost will not exceed $7,500. Director Ferryman made a motion, seconded by Director Crank to accept and approve the proposal as presented, not to exceed $7,500. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors - None. At the July 12 meeting, Mr. Brock reported staff had met with representatives from Costa Mesa Disposal and they had agreed to survey the resi- dents that are subscribing to their.Hauler -100 Program to obtain the following information: Are they aware. that rental of the cart is a voluntary option; are they satisfied with the rental program whereby C.M. Disposal is responsible for repair and replacement; would they prefer to purchase the cart at an approximate price of $75 -$90 each and be responsible for their maintenance and replace- ment, if made available. Mr. Brock presented the results of the survey: Survey cards were mailed to 1,784 residences; 891 cards were returned; 93 cards indicated they ..would purchase if, made available. Almost all indicated they knew the program was a voluntary option and were satisfied with the program, as is. In addition, several comments were noted, having to do with recycling, availability of a second container, cleaning of containers and problems with the containers. 3- Survey Results Costa Mesa Disposal has responded to these (continued) questions and. comments. The Board expressed satisfaction with the outcome of the survey and asked staff to convey their appreciation to Costa Mesa Disposal for conducting the survey. They further asked staff to furnish a copy of the report to Mr. Ron Coulombe. ORANGE COAST At the direction of President Wahner, Board CIVIC PRIDE members were polled by Ms Reichle regarding the DAY - degree of participation by the District in the District Orange Coast Civic Pride Day, October 27, 1990. Participation It was a unanimous decision to participate in the program by the purchase of 125 T- shirts with the Sanitary District logo for $125.00. Mr. Wahner also agreed to be a Guest Speaker, and asked that Mr. Brock speak about the District's recycling program. On motion by Director Ferryman, seconded by Director Cole, the action was ratified by roll call vote: AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors.- None. SPECIAL Directors Ferryman and Cole plan to attend the DISTRICT'S California Special Districts Conference in Oakland • ANNUAL on September 19, 20, 21, 22. Transportation CONFERENCE expense, meals allowance, hotel accommodations and registration were authorized by motion of Director Cole, seconded by Director Crank, and carried by the following roll call vote: AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors - None. SB 2557 The District was notified by the County that as ASSESSMENT part of the State's last minute budget - balancing COLLECTION process, Senate Bill 2557 was passed. This FEES legislation allows the Counties to charge cities, school and special districts for the costs of property tax administration, assessment, col- lection and allocation. Currently the District 'is being charged 1/4% of the District's Property Tax share. After January 1, 1991, the District will be charged an additional one percent. Ms Theriault reported this increase represents approximately, $35,000. Ms Reichle noted this item was added to the agenda for the Special District's Conference which Directors Cole and Ferryman are attending. MARTIN AVIATION Mr. Hamers presented.an agreement between Martin • AGREEMENT Aviation and the District for sewer services at Printed on Recycled Paper -4- i Agreement their facility at 19300 Ike Jones Road at the John (continued) Wayne Airport. The agreement represents an update of the original agreement for the same property, formerly Santana Helicopter Service dated 1973. The property is outside the District boundary so rather than annexation, a sewer service agreement is recommended. On motion by Director Ferryman, seconded by Director Crank, the agreement with Martin Aviation was approved and execution was authorized. Motion carried by the following roll call vote:, AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors - None. ANNEXATION Mr. Hamers presented a list of properties located REPORT within. the District boundaries which for one reason or another have never been annexed to the District. The properties must be handled on a case by 'case basis because of the different characteristics. Staff is requesting authori- zation to obtain consent -and negotiation of the annexation fees. Staff was directed to proceed' with the invitation to annex and authorized to negotiate the fees. 01ARRANT Director Crank made a motion,.seconded by Director REPORT Green, authorizing the President and Secretary to NO. 91 -03 sign Report No. 91 -03, instructing the City of Costa Mesa to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $302,528.87. Motion carried by the following roll call vote: AYES: Directors - Wahner, Crank, Ferryman, Cole. NOES: Directors - None. ORAL President Wahner, on behalf of the entire Board, COMMUNICATIONS congratulated Director Cole on his appointment to the Independent Special Districts Board of Directors as First Vice President. ADJOURNMENT President Wahner declared the meeting adjourned at 8:06 p.m. 0 Printed on Reeyded Paper -5-