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Minutes - Board - 1994-11-10 (2)COSTA MESA SANITARY DISTRICT • Minutes of Board of Directors Meeting held November 10, 1994 Call to Order: The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 10, 1994, at 6:00 p.m., at the Civic Center, 77 Fair Drive, Costa Mesa. Director Wahner called the meeting to order at 6:00 p.m. Director Ferryman led the Pledge of Allegiance. Director Reade gave the Invocation. Roll Call: Directors Present: James Wahner, Nate Reade, James Ferryman, Mike Scheafer Directors Absent: Arthur Perry Staff Present: Robin Hamers, Manager/Engineer; Roy June, Attorney; Florine Reichle, Assistant Manager /Clerk of the District; Susan Temple, Treasurer; Dawn Guastella, Permit Specialist Others Present: Dan Worthington, Board Member Elect; Arlene Schafer, Board Member Elect; Allan Roeder, City Manager; Russell Behrens, Attorney Candidate MINUTES OF OCTOBER 13, 1994 The minutes of October 13, 1994, were approved unanimously as presented. WRITTEN COMMUNICATIONS Mr. Hamers presented a written communique from Allan Roeder, City Manager, regarding the 1995 Large Item Pick -Up Program. Mr. Roeder stated that the City would have to decline participation in the 1995 program because of budget constraints. Mr. Roeder further stated the City will research other funding options for programs for multi - family dwellings. MANAGER'S REPORT OCCUPANCY REPORT • Mr. Hamers reports a decrease by seven (7) units in the occupancy report for solid waste collection as of November 1, 1994. Therefore, the total for November is 22,125. Staff recommends the acceptance of the count and recommended the Board direct staff to pay Costa Mesa Disposal on December 1, 1994, based on the November count of 22,125. COSTA MESA SANITARY DISTRICT • Minutes - Board of Directors Meeting held November 10, 1994 Page 2 Motion to adopt the occupancy report made by Director Reade, seconded by Director Scheafer. Motion carried 4 -0. Motion to prepare the warrant on December 1, 1994 for $156,206.93 to Costa Mesa Disposal made by Director Scheafer, seconded by Director Reade. Motion carried 4 -0. REFUNDS Troy Davis, 380 W. Wilson, #C101, Costa Mesa, CA 92627 Mr. Hamers presented a request for refund of trash and sewer assessment fees, on the property located at 2210 Canyon, Assessor's Parcel No. 422 -078 -11 for tax years 1.993- 1994 & 1994 -1995. Owner is using a private trash service and is being charged for four (4) units when should be charged for one (1). Staff recommended refund, in accordance with District policy, in the amount of $1,119.19. Motion so made by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. Martin South, Jr., 20332 Riverside, Santa Ana Heights, CA 92707 Mr. Hamers presented a request for refund of trash assessment fees on the property located at 20332 Riverside, Assessor's Parcel No. 439 - 251 -02 for tax year 1994 -1995. • Owner is using a private trash service and is not aware of exemption forms. Staff recommended refund, in accordance with District policy, in the amount of $147.56. Motion so made by Director Reade, seconded by Director Scheafer. Motion carried 4 -0. Richard Smith, 410 Walnut Place, Costa Mesa, CA 92627 Mr. Hamers presented a request for refund of trash assessment fees on the property located at 402 Walnut Place, Assessor's Parcel No. 426 - 313 -01 for tax year 1994 -1995. Owner is being charged for three (3) units and should be charged for one (1). Staff recommended refund, in accordance with District policy, in the amount of $325.26. Motion so made by Director Ferryman, seconded by Director Reade. Motion carried 4 -0. SOURCE REDUCTION/RECYCLING ELEMENT AB 939 STATUS OF CITY'S WASTE PROGRAM Anti - Scavenging Solutions — Proposed Code Enforcement Officer Mr. Hamers presented a letter from Allan Roeder, City Manager, regarding scavenging. Mr. Roeder proposed a recommendation of a three -way split of the cost for hiring a contract Code Enforcement Officer. Mr. Roeder recommended the total cost of this consultant work be limited to $5,000 and split between the City, the Sanitary District and the District's trash collector. Mr. Hamers proposed the split be made between the City and the Sanitary District. Mr. Roeder further proposed that revenue from the fines should • be split between the City and the District. Director Reade made the motion, seconded by Director Ferryman to split the cost between the City and the Sanitary District, not to exceed $2,500 each, to hire a contract Code Enforcement officer. Motion carried 4 -0. L COSTA MESA SANITARY DISTRICT • Minutes - Board of Directors Meeting held November 10, 1994 Page 3 Settlement of AB 939 Pre - Agreement Charges Mr. Hamers suggested the City and District equally split the charges, however, Mr. Roeder stated that rather than the District incurring any costs at this time, he would attempt to find alternate means to recoup the money and, therefore, suggested the item be deferred until a later date. A motion was made by Director Ferryman, seconded by Director Reade to defer this issue until a later date. Motion carried 4 -0. Ongoing City AB 939 Costs Related to the District Mr. Hamers stated that the City is subsidizing the District by not charging for certain tasks the City must accomplish to meet the State AB 939 requirements. The subsidized costs approximated $4,500 to $5,000, and Mr. Hamers recommended the District consider paying for this portion of the costs. After discussion, staff was directed to work with the City to review all direct and indirect costs charged by the City to the District under the City/District agreement and to make recommendations for revising these costs concurrently with recommending changes to the AB 939 City/District agreement. SRRE EDUCATIONAL PROGRAM HHW Grant Application Mr. Hamers stated that the application has been forwarded to the State and Director Reade has been provided a copy of the application. Anti - Scavenging Signs Mr. Hamers presented the proposed "Anti- Scavenging" sign written in three (3) languages, including reference to the Orange County and City of Costa Mesa Municipal Codes. The costs associated with the production of these signs are: 12,000 signs @ $2,125 (8'h x 11) 5,000 signs @ $1,000 (8V2 x 11) Mr. Hamers stated that the $1,000 expenditure would be more appropriate since 5,000 signs may be enough and the $1,000 amount is currently budgeted (newsletters, education program, etc.). Staff recommends that 5,000 signs at approximately $1,000 be printed. Director Scheafer recommended that a Times or Register advertisement or press release be made alerting residents of the availability of the signs. Ms. Reichle recommended that Costa Mesa Disposal place the signage on their hauler -100 containers. Director Reade made the motion, seconded by Director Scheafer to proceed with the printing of the signs not to exceed $1,500., Motion carried 4 -0. •In addition, Mr. Hamers stated that through the telephone book program, the District is receiving back $40 /ton of telephone books collected. Last year the District picked up COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held November 10, 1994 Page 4 approximately 80 tons which would equate to about $3,200. Ms. Reichle has researched the possibility of producing permanent signage for the trash trucks (3' x 5'). Mr. Hamers further proposed that the $40 /ton revenue from the telephone book recycling program be used to fund the signage costs for the trucks. Director Scheafer made the motion, seconded by Director Reade. Motion carried 4 -0. WASTE DIVERSION REPORT FOR SEPTEMBER 1994 Mr. Hamers reported 26.36% waste diversion for the month of October. Total Tonnage: 2,428.10 Tonnage Recycled: 639.94 Motion to receive the report was made by Director Ferryman, seconded by Director Scheafer. Motion carried 4 -0. LOCAL MEETINGS LAFCO • President Wahner stated that the Capistrano Beach County Water District is merging with the Capistrano Beach Sanitary District, an agreed -upon act between the two agencies. In addition, President Wahner stated that the City of Garden Grove is attempting reorganization of the Garden Grove Sanitary District. Director Wahner went on to state that there is still conflict with the Rancho Santa Margarita attempted privatization. ISDOC Dinner Meeting The dinner meeting was attended by Directors, Wahner, Reade and Scheafer. Executive Board Director Reade invited the two new Board members to attend the next ISDOC meeting. Date of meeting is not yet set. Ms. Reichle to call ISDOC to ascertain meeting date. OCSD Proposed Change in Representation Mr. Hamers stated that the Orange County Sanitation Districts preferred one CMSD • representative cover OCSD Districts 1, 6 and 7 rather than the current three. At the December meeting that representation will be selected. Motion to have Director Ferryman represent the CMSD on OCSD Districts 1, 6 and 7 until permanent representation is appointed made by Director Reade, seconded by Director Scheafer. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held November 10, 1994 Page 5 TREASURER'S REPORTS FINANCIAL REPORT Ms. Temple presented the financial statements as of October 31, 1994. Motion to receive the report made by Director Ferryman, seconded by Director Scheafer. Motion carried 4-0. TRE'ASURER'S REPORT OF MONfES ON DEPOSIT Ms. Temple presented the report showing the District's portfolio for the month of September 1994. Motion to receive and file the report made by Director Reade, seconded by Director Ferryman. Motion carried 4 -0. ENGINEER'S REPORT PROJECT STATUS REPORT 0 Mr. Hamers presented the report. DEVELOPMENT UPDATE Mr. Hamers stated there was nothing to report. PROJECT 135 - RECONSTRUCTION OF ELDEN PUMPING STATION Award Contract Mr. Hamers stated that the bid opening was on October 24 with the results included in the letter of October 31. It is recommended by staff that the project be awarded to Atlas Underground Company for lowest responsible bidder for Alternative I, in the amount of $160,562.00, with the provision that the City reimburse the Sanitary District the difference between Alternative I and Alternative II. Motion made by Director Reade, seconded by Director Scheafer to award the contract to Atlas Underground Company in the amount of $160,562 for Alternative I, and approve that the City pay the Sanitary District the difference between Alternative I and Alternative II in the amount of $1,034. Motion carried 4-0. Proposal to Provide Inspection Services Mr. Hamers introduced a proposal to provide inspections services not to exceed $14,741.00 as shown below: J COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held November 10, 1994 Page 6 Engineering 95 hrs @ $ 59.00/hour = $ 5,605.00 Draftsman 8 hrs @ $ 47.001hour = 376.00 Inspection 160 hrs @ $ 42.00/hour = 6,720.00 Surveying 12 hrs @ $170.00/hour = 2,040.00 TOT <U,; $14,741.00 Motion to accept made by Director Scheafer, seconded by Director Ferryman. Motion carried 4 -0. Entry Permit Agreement/32nd Agricultural Association Mr. Hamers stated that the Entry Permit Agreement was originally prepared by Mr. June and later revised by the 32nd Agricultural Association to include installation of a 4" PVC conduit for a future message board for the Fairgrounds, all installation costs to be borne by the Sanitary District. Mr. Hamers states the cost of the conduit (4" PVC) is reasonably priced at $7,900 (as advised by Atlas Underground Co.). Director Wahner • recommended that staff hold off to give more time to negotiate sharing or reducing the cost. Director Ferryman recommended leaving negotiations to Mr. Hamers' discretion not to exceed $5,000. Motion to approve the agreement subject to Mr. Hamers negotiating with the 32nd Agricultural Association with the District's share of the conduit not to exceed $5,000 made by Director Reade, seconded by Director Scheafer. Motion carried 4-0. PROJECT 136 - ACCESS ROAD ALONG NEWPORT BEACH GOLF COURSE Request to Modify Insurance Requirement Mr. Hamers provided a letter from JH Rentals, Inc. indicating JH Rentals' neglect in adequately reading the insurance requirements. JH Rentals is requesting the District to a) add $3,500 to the contract price to cover the additional $4,000,000 coverage or, b) accept their existing insurance of $1,000,000. Motion made by Director Ferryman, seconded by Director Scheafer to deny JH Rentals' request and not modify or withdraw existing insurance requirements. Motion carried 4 -0. 0 COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held November 10, 1994 Page 7 ATTORNEY'S REPORTS PROPOSALS FOR DISTRICT ATTORNEY POSITION Report by Three- Member Panel Mr. June introduced Mr. Behrens, attorney candidate. Mr. June went on to state that out of the thirty -two (32) applicants, eight (8) were uniquely qualified to be compatible with the Board and District. Mr. June recommended two (2) separate interview periods. Mr. June further recommended that the Board meet without staff at the interview sessions. Ms. Reichle to set up lunch interviews —'h hour for lunch and 2 hours for the interviews ('/2 hour for each candidate on November 21 and 22). Motion made by Director Scheafer, seconded by Director Ferryman to have the interview attendees be the Board members, Board electees, Mr. June and the attorney candidates. Motion carried 4 -0. Resolution No. 94 -563 — Guidelines for Resetting Time of Regular Meetings Motion made by Director Reade, seconded by Director Ferryman to adopt Resolution No. 94 -563, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING GUIDELINES FOR SCHEDULING, _CONTINUING OR RESETTING REGULAR MEETINGS OF THE BOARD OF THE DISTRICT AND STATING REASONS THEREFOR. Motion carried 4 -0. OLD BUSINESS Status Report - Pending Items Mr. Hamers stated there was nothing to report. Creative Management Solutions - Financial Study —Phase H Final Report Mr. Hamers asked Mr. Roeder if he had any comments or opinions on the report. Mr. Roeder commented on the effectiveness and usefulness of the study and would consider recommendations in the report while preparing the 1995 -96 budget. NEW BUSINESS 1994 Telephone Book Recycling Program Ms. Reichle reported that there is one new drop off location this year. Ms. Reichle ® reported that this year the books will stay in the U.S. as opposed to going to the Pacific Rim countries. The books will be recycled into new directories in the state of Washington. COSTA MESA SANITARY DISTRICT Minutes - Board of Directors Meeting held November 10, 1994 Page 8 CR Transfer - Annual CPI Increase Ms. Temple presented the increase in the CR Transfer recycling contract. The increase calls for a $.53 per ton increase for a total cost of $35.98 per ton. Staff is recommending approval of the increase. Motion to approve the increase to $35.98 per ton for CR Transfer made by Director Scheafer, seconded by Director Reade. Motion carried 4 -0. Set Date for Administration of Oath to New Board Member(s) The date for the swearing in and signing of the oatly of the new Beard members is the first Friday in December (December 2). Location will be in Ms. Reichle's office, performed by Ms. Reichle at noon. 1994 Christmas Tree Program Mr. Harriers reports that this program is jointly sponsored by the City of Costa Mesa and the Sanitary District and that preliminary planning is underway. The mulching area will be the Orange County Fairgrounds instead of TeWinkle Yard since the City is using the yard for other purposes. 0 WKI-1- I Z 0-91 DWIM Motion made by Director Scheafer, seconded by Director Ferryman, authorizing the President and Secretary to sign Report No. 95 -05, instructing the Finance Director to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $329,235.35, and from the Facilities Revolving Fund #45, for a total of $329,280.35. Motion carried 4 -0. ORAL COMMUNICATIONS President Wahner stated that he will be leaving the Board and thanked everyone for their cooperation and support. Director Scheafer announced his farewells and appreciation for being a Board member. ADJOURNMENT: At 7:58 p.m., Director Wahner adjourned the meeting. President Secretary is