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Minutes - Board - 1990-12-13MINUTES, OF THE REGULAR MEETING BOARD OF DIRECTORS COSTA MESA SANITARY DISTRICT December 13, 1990 CALL TO ORDER President Wahner called the meeting to order at 7:30 p.m. .OATH OF OFFICE Ms Reichle administered the oath of office to James Wahner, Harry Green and Nate Reade, direc- tors elected on November 6, 1990 to four year terms; and James Ferryman and Dick Sherrick, directors elected to two year terms. ROLL CALL Present: Directors - Wahner, Green, Ferryman, Sherrick, Reade. Officials present: Robert Brock, Manager Roy June, Attorney Susan Temple, Treasurer Robin Hamers, Engineer Florine Reichle, Assistant Manager /Clerk of District Guests: Mrs. Reade, 2285 Cornell Drive; Jerry Smith, 143 Broadway; Eric Johnson, 31 Hastings, Laguna Niquel; and Kevin Schelin, 243 Palmer, #B, Costa Mesa. OFFICERS Director Reade nominated Director Wahner to the ELECTED Office of President, seconded by Director Sher- rick. Motion was made, seconded and carried to President close nominations for this office. Director Wahner was elected President by unanimous vote. Vice Director Reade nominated Director Ferryman to the President Office of Vice President, seconded by Director Sherrick. Motion was made, seconded and carried to close nominations for this office. Director Ferryman was elected Vice President by unanimous vote. Secretary Director Reade nominated Director Green to the Office of Secretary, seconded by Director Ferry- man. Motion was made, seconded and carried to close nominations for this office. Director Green was elected Secretary by unanimous vote. Assistant Director Reade was nominated by Director Wahner to Secretary the Office of Assistant Secretary, seconded by Director Green. Motion was made, seconded and carried to close nominations for this office. Director Reade was elected Assistant Secretary by unanimous vote. Printed on Recycled Paper OCCUPANCY Mr. Brock read the Occupancy. Report showing REPORT neither increase nor decrease in the trash collection count as of December 1, 1990, the count remains 19,783 units. Motion was made by Director Green, seconded by Director Ferryman, to approve the Occupancy Report as presented. Motion carried 5 -0. REFUND APPEAL: Mr. Brock presented an appeal from Ms Virginia Virginia Mark Mark, 1845 Anaheim, #20 -B, Costa Mesa, CA 92627, for reconsideration of the refund request which was denied in October. The recommendation was to deny the request for appeal because her letter did not furnish any new or additional information. Motion was made by Director Ferryman, seconded by Director Green to deny the request for appeal. Motion carried 4 -0, with Director Sherrick abstaining. REFUNDS- Mr. Brock presented a request from Mr. L. E. L.E. _Cutler Cutler, 330 Sidney Lane, Costa Mesa, for refund of $405.09 for trash assessment fees paid on A.P. No. 935 - 190 -04 for the past four years. This request • was held over from the November 15 meeting to allow staff to further investigate. Staff Printed on Recycled Paper -2- k J On motion by Director Green, seconded by Director OCSD REPRE- Sherrick, Director Wahner was reappointed District SENTATIVE representative to Orange County Sanitation Dis- • AND ALTER- tricts 1, 6 and 7; Director Ferryman was appointed NATES Alternate to District 1, Director Sherrick was APPOINTED appointed Alternate to District 6; and Director Reade was appointed Alternate to District 7. Motion carried 5 -0. On motion by Director Green, seconded by Director MINUTES- Reade, and carried 5 -0, the minutes of the regular November 8 and meeting of November 8 and the regular adjourned November 15, 1990 meeting of November 15, 1990 were approved as distributed and posted. Mr. Brock presented a letter and- information WRITTEN questionnaire from California Special Districts. COMMUNICATIONS Mr. Kevin Schelin, 243 -B Palmer, Costa Mesa, CA REFUND: Kevin Schelin 92627, spoke on his request for refund of trash assessment fees on A.P. No. 425 - 336 -05. Mr. S`chelin was billed for four units instead of one on his 1989 -90 and 1990 -91 tax statements. The recommendation is to make a partial refund in the amount of $.466.53. The records have been cor- rected. Director Reade made a motion, seconded by Director Ferryman to approve the refund in the amount of $466.53. Motion carried 4 -0, with • Director Sherrick abstaining. OCCUPANCY Mr. Brock read the Occupancy. Report showing REPORT neither increase nor decrease in the trash collection count as of December 1, 1990, the count remains 19,783 units. Motion was made by Director Green, seconded by Director Ferryman, to approve the Occupancy Report as presented. Motion carried 5 -0. REFUND APPEAL: Mr. Brock presented an appeal from Ms Virginia Virginia Mark Mark, 1845 Anaheim, #20 -B, Costa Mesa, CA 92627, for reconsideration of the refund request which was denied in October. The recommendation was to deny the request for appeal because her letter did not furnish any new or additional information. Motion was made by Director Ferryman, seconded by Director Green to deny the request for appeal. Motion carried 4 -0, with Director Sherrick abstaining. REFUNDS- Mr. Brock presented a request from Mr. L. E. L.E. _Cutler Cutler, 330 Sidney Lane, Costa Mesa, for refund of $405.09 for trash assessment fees paid on A.P. No. 935 - 190 -04 for the past four years. This request • was held over from the November 15 meeting to allow staff to further investigate. Staff Printed on Recycled Paper -2- 4 Refunds reviewed the files for the past five years and (continued) found no request from the homeowners association, Evergreen Estates, nor any letter on file from Mr. Cutler. An investigation of the complex revealed that curbside service would never be feasible for the complex and. staff recommended permanent exemption from trash assessment for the entire complex. Motion was made by Director Ferryman, seconded by Director Green, to deny the refund request. Motion carried 3 -0, with Directors Sherrick and Reade abstaining. Mohammad Beheshti Mr. Brock presented a request from Mohammad Beheshti, 2108 Colina Vista, Costa Mesa, CA 92627, for refund of trash and sewer fees for 1989 -90 and 1990 -91 on A.P. 426- 162 -10. He was billed for two units instead of one, however, had not filed for an exemption from trash assessment. Staff, after field investigation, is recommending a permanent exemption from trash collection for the entire complex, as curbside collection is not feasible; and a partial refund of $155.44. Motion was made by Director Reade, seconded by Director Green, to refund $155.44. Motion carried 5 -0. Brian Gibbons Mr. Brock presented a request for refund of trash and sewer fees for 1990 -91 on A.P. No. 426 - 162 -01 • from Mr. Brian Gibbons, P.O. Box 4668, Covina, CA 91723. He was assessed for 12 units instead -of one; however, he had not filed an exemption from trash assessment. Recommendation is to refund- $893.80. Motion was made by Director Ferryman, seconded by Director Green, to approve the refund in the amount of $893.80. Motion carried 5 -0: Eudora Britt Mr. Brock presented a request from Mrs. Eudora Britt, 1010 West 18th, Costa Mesa, CA 92627, for refund of sewer assessment fees in the amount of $13:53. on A.P. 424 - 331 -07. This parcel is served by a septic tank. Motion was made by Director Green, seconded by Director Ferryman, to approve the refund of $13.53. Motion carried 5 -0. Pacific Vista Mr. Brock presented a request for refund of trash Development assessment fees from Pacific Vista Development, 245 Fischer, #B -1, Costa Mesa, CA 92626, on A.P. No. 422 - 06'1 -31. The owner of the 21 -unit development at 2211 Pacific Avenue has private trash service but has never filed for an exemption from assessment, he has also paid sewer charges on only 16 units, according to County records. The District records have been corrected to reflect this increase. Motion was made by Director Green, • seconded by Director Ferryman, to deny the request. Motion carried 4 -0, with Director Sherrick abstaining. Printed on Renlcled Paper MI Harry Yee Mr. Brock presented a request from Mr. Harry Yee, 2333 Elden Avenue, Costa Mesa, CA 92627, for refund of trash and sewer assessment fees for 1990 -91 on A.P. No. 439 - 271 -20. Mr. Yee was billed for six units instead of one. Recom- mendation is to refund $405.95, the amount charged in error. Motion was made by Director Sherrick, seconded by Director Ferryman, to approve the refund of $405.95. Motion carried 5 -0. SOURCE REDUCTION Mr. Brock RECYCLING ELEMENT Source Re, Committee Report Committee. study data FINANCIAL Ms Temple REPORT November, filed. reported on the December meeting of the auction and Recycling Element (SRRE) Preliminary waste characterization was distributed. presented the Financial Report for 1990. The report was received and AUDITOR'S Ms Temple presented the Auditor's Statement for STATEMENT the year ending June 30, 1990. The report con- firmed the solvency of the District and that internal control procedures properly secure the assets. Motion was made by Director Ferryman, seconded by Director Green, to accept the Audi- tor's Statement as presented. Motion carried 5 -0. ENGINEERS Mr. Hamers reported there were no additions to the REPORTS Project Status Report. He circulated pictures of Project Status the Televising of Lines project currently under- way. The report wascreceived and filed. Review of Mr. Hamers reported he had not signed plans as Plans both private engineer and District Engineer during the past month. PROJECT NO. 123 Mr. Hamers requested authorization to begin the Pump Station Re- design phase of Project No. 123, Pump Station coating and Recoating and Maintenance. The project incor- Maintenance porates various maintenance items at several pump Acceptance stations into one capital project. He proposes to complete the design phase, which includes re- Proposal to search, preparation of plans and specifications, Begin Design and bidding procedure, at the following rates, not to exceed $8,800: Engineering, $55 /hour; Draf- ting, $44 /hour. Motion was made. by Director Sherrick, seconded by Director Green, to approve the proposal. Motion carried, 5 -0. r. f. I � f is • Purchase of Mr. Hamers, as a part of Project No. 123, re- Gas Monitor quested authorization to purchase a gas monitor capable of giving the exact reading of hazardous • gases which may be present in pumping stations, at an approximate cost of $2,600. The monitor was Printed on Recvcled Paper -4- S Gas Monitor satisfactorily demonstrated to Mr. Hamers and • (continued) staff by the manufacturer's representative. Motion was made by Director Ferryman, seconded by Director Green, to authorize purchase of the gas monitor immediately for the protection of health and safety of District maintenance employees, cost not to exceed $3,000. Motion carried 5 -0. PROJECT Mr. Hamers reported it has been determined that NO. 117 the proposed two sewer lines through Canyon Park, Negative Project No. 117, will not have significant impact Declaration on the environment; therefore, Negative Declara- tion has been 'made. Notices have been made and adoption is recommended. Motion was made by Director Reade, seconded by Director Green to adopt the Negative.Declaration. Motion carried, 5 -0. RESOLUTION Mr. June presented Resolution No. 90 -494 commend - NO. 90 -494 ing Orma O. Crank for dedicated service to the community since 1978. Motion was made by Director Commending. Green, seconded by Director Ferryman, that RESOLU- Orma O. Crank TION: NO. 90 -494, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT COMMENDING ORMA O. CRANK FOR HIS LONG AND DEDI- CATED SERVICE AS A MEMBER OF THE BOARD OF DIREC- TORS OF THE COSTA MESA SANITARY DISTRICT AND STATING REASONS THEREFOR, be adopted. Motion carried 5 -0. RESOLUTION Mr. June presented Resolution No. 90 -495 commend - NO. 90 -495 ing Franklin D. Cole. Motion.was made by Director Ferryman, seconded by Director Green, that RESOLU- Commending TION NO. 90 -495, A 'RESOLUTION OF THE BOARD OF Franklin Cole DIRECTORS OF THE COSTA MESA SANITARY DISTRICT COMMENDING FRANKLIN 'D. COLE FOR SERVICE TO THE DISTRICT AND EXPRESSING REASONS THEREFOR, be adopted. Motion carried, 5 -0. TRASH Mr. Brock reported on the continuing efforts of ASSESSMENT staff to improve the notification process for EXEMPTION trash assessment exemption. He said Mr. Roeder, Notification City Manager, has given approval to have an Improvements article on the subject included in the Community Report which is mailed to 44,000 occupancies. Mr. Kemp, Manager of the Mesa Consolidated Water District, has also agreed to including a notice with their billing. Discussion followed about the possibility of. publishing a District newsletter. Staff was directed to investigate the cost of both options and report back at a subsequent meeting. D TELEPHONE Ms Reichle reported on the 2nd Annual Telephone OOK RECYCLING Book Recycling Project. So far, approximately 36 PROGRAM Printed on Recycled Paper -5- Telephone tons of telephone directories have been collected • Books for recycling. Costa Mesa Disposal continues to (continued) provide a bin in front of their office and Orange Coast College Recycling Center is still receiving books, so the total number will increase. Some neighboring communities, without a program, were glad to participate in ours. There is a possi- bility that Pacific Bell Directories will reim- burse the District for some publicity costs, namely flyers and banners. Judging from the amount of interest and support shown from the community by the number.of books collected, the project was a success. 1ST CHRISTMAS Ms Reichle reported on the First Christmas Tree TREE RECYCLING Recycling Program. The County recently announced PROGRAM they would sponsor a program after first reporting they would not, but plans are continuing for the District to jointly sponsor a program along with the City's Community Services Department. The City will provide manpower and equipment for two drop -off locations, TeWinkle Park Yard, 890 Arlington and the City Corporation Yard, 2300 Placentia. The Chamber of Commerce Environmental Committee will assist with the publicity and help staff the drop -off stations on both Saturdays. The • District's trash hauler, Costa Mesa Disposal, will provide two special tree collections on the two Fridays following Christmas Day. The program will begin December 28 and last through January 5. Trees can be taken to the drop -off stations any time during this period. RECYCLING Copies of the District's Recycling Program PROGRAM Brochure were distributed. Mr. Silva is to be BROCHURE commended for the fine job he did on the brochure. He provided District staff with the opportunity to edit the brochure before printing and bore the entire cost of design, printing and mailing expenses. The brochure was mailed to approximately 21,000 residents. SEWER Mr. Brock presented a report on a recent sewer OCCURRENCE occurrence at 1844 Jamaica, home of Robert and Richard & Patricia Flagg. The main line was plugged and Patricia Flagg caused backup into a basement recreation room. The report has been submitted to the District's Risk Management Authority for investigation and appropriate action. LIABILITY Mr. Brock said staff had discussed the liability INSURANCE- insurance for the District and the possibility of • lower rates Anow being available. However, the consensus was that although the market is softer Printed on Recycled Paper -6- Insurance and lower' rates may be available, the service (continued) received from Special Districts Risk Management has been equal to none. Mr. June commented that often the way a claim is handled determines what the final cost will be. He lauded the service the District has received since the inception of the Special District's Risk Management Authority, a pool of special districts. Director Ferryman asked that staff obtain some quotes to include a comprehensive description of how the. claims will be handled. Staff was asked to provide a report at a subsequent meeting. WARRANT Director Green made a motion, seconded by Director REPORT Ferryman, authorizing the President and Secretary N0. -91 -06 to sign Report No. 91 -06, instructing the City of Costa Mesa to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $305,001.72. Motion carried, 5 -0. ORAL Directors Sherrick and Reade asked if a Study COMMUNICATIONS Session could be- held next month to discuss policies and programs. It was also suggested that Study some field trips be arranged for - the new Session directors. Ms Reichle was instructed to poll the Planned Board for an acceptable date and time for the ® study session. Director President Wahner asked Director Reade to take over Reade named the duties as representative to Independent ISDOC, Special Districts of Orange County, the position Representative formerly held by past Director Cole. Regular Meeting Mr. Hamers asked if any consideration had been. Time Change given to changing the time of the regular meeting. Staff was directed to come up with suggestions. Farewell Mr. Brock announced that January 16, 1991 had been Dinner set aside for the Farewell Dinner honoring Ormy Crank and Frank Cole. :7 • • ' � President.Wahner declared the meeting adjourned at 9 P.M. Printer! on Recycled Paper -7-