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03 - Minutes Board of Directors 2013-12-19 DRAFT C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS R EGULAR M EETING D ECEMBER 19 , 2013 __________________________________________________________________________________ I. C ALL TO O RDE R The Board of Directors of the Costa Mesa Sanitary District m et in reg ular session on December 19 , 2013 at 5:3 0 p.m. at 628 W. 19 th Street, Costa Mesa. II. P LEDGE OF A LLEGIANCE President Ferryman led the Pledge of Allegiance. III. I NVOCATION Vice President Scheafer led the Invocation. IV. R OLL C ALL D IRECTORS P RESENT : James Ferryman, Mike Scheafer, Robert Ooten, Art Perry , Arlene Schafer D IRECTORS A BSENT : None S TAFF P RESENT : Scott Carroll, General Manager; Noelani Middenway, Deputy Clerk of the District; Anna Sanchez, Administrative Services Manager; Robi n B. Hamers, District Engineer; Ala n Burns, District Counsel; Marc Davis , District Treasurer O THERS P RESENT : None V. C EREMONIAL M ATTERS AND P RESENTATIONS – None. VI. A NNOUNCEMENT OF L ATE C OMMUNICATIONS - General Manager Carroll indicated that Mr. Jim M osher had submitted written public comments and they were provided to the Board for review. VII. P UBLIC C OMMENTS President Ferryman invited members of the public to address the Board. Seeing no one , President Ferryman closed public comments. VIII. C ONSENT C ALENDA R 1. Board of Directors Special Meeting Minutes of November 18 , 2013 The Board of Directors Special Meeting Minutes of November 8 , 2013 , was approved as presented. C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19, 2013 __________________________________________________________________________________ 2. Board of Directors Study Session Meeting Minutes of November 12, 2013 3. Board of Direc tors Regular Meeting Minutes of November 21 ,2013 The Board of Directors Study Session Meeting Minutes of November 12, 2013, was approved as presented. The Board of Directors Regular Meeting Minutes of November 2 1, 2013 , was approved as presented. 4. Oc cupancy report and payment to Costa Mesa Disposa l 5. Contract Payment to CR Transfer for Recycling and Disposal Services The Board of Directors approved the occupancy report and payment to Costa Mesa Disposal for the month of November 2013. The Board of Directors approved payment to CR Transfer for recycling and disposal services for the month of November 2013. 6. Adoption of a Warrant Resolution No. CMSD 2014 -6 Approving District Warrant Registers The Board of Directors approved adoption of Warrant Res olution No. CMSD 2014 -6 Approving District Warrant Registers for the month of November 2013 in the amount of $794,018.86 . 7. Directors' Compensation and Reimbursement of Expenses The Board of Directors approved Directors' compensation and reimbursement of expenses for the month of November 2013. 8. Investment Report The Board of Directors approved the Investment Report for the month of November 2013. E ND OF C ONSENT C ALENDAR Vice President Scheafer moved for approval of the Consent Calenda r. Director Sc hafer seconded the motion. T he motion carried 5 -0 . X. G ENERAL M ANAGER /D ISTRICT C LERK R EPORTS 9 . Approve District Clerk Salary Range and Amended Job Description Recommendation: That the Board of Directors : 1. Approve the District Clerk salary range and amended job description. 2. Approve the General Manager no longer serve as District Clerk. C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19, 2013 __________________________________________________________________________________ 3. Approve a budget adjustment in the amount of $12,800 to fund the new salary range and associated benefits of the District Clerk. General Manager Scott Carroll introduc ed the item and noted that Ms. Noelani Middenway has served in the capacity of Executive Assistant/Deputy District Clerk for the past eighteen months and provided the Board with a list of Ms. Middenway’s accomplishments, highlighting her technological know ledge and upgrade of the District Clerk’s office . Mr. Carroll informed the Board that he is promoting Ms. Middenway to the position of District Clerk and requested the the Board approve the proposed District Clerk salary range, amended job description, tha t the General Manager no longer serve as the District Clerk, and a budget adjustment of $12,800 to fund the new proposed salary. Director Schafer requested that details of the benchmark and comparisons of the position be provided as the report did not include such information. Mr. Carroll responded to Director Schafer’s inquiry and noted that the salary was compared to the California Special Districts Association (CSDA) 2012 salary survey and was consistent with the salaries of Region Six. Director Sch afer requested that such information be provided to the Board in the future. Vice President Scheafer noted that salary information could also be found on the CSDA website. President Ferryman expressed support of the recommendations. Director Ooten move d to approve the District Clerk salary range and amended job description. Vice President Scheafer seconded the motion. The motion carried 5 -0. Director Perry moved to approve that the General Manager no longer serve as the District Clerk. Vice President Sc heafer seconded the motion. The motion carried 5 -0. Director Perry moved to approve a budget adjustment in the amount of $12,800 to fund the new salary range and associated benefits of the District Clerk. Director Schafer seconded the motion. The motion ca rried 5 -0. The Board of Directors unanimously congratulated Ms. Middenway on her promotion to District Clerk. Mr. Carroll responded to an inquiry from Director Perry and indicated that the District Clerk position is a Management position and is not eligib le to receive overtime pay and is still on a 9/80 schedule. 10. Review of District Engineer/Alternate District Engineer Procedures Recommendation: That the Board of receive and file this report. General Manager Carroll introduced the item and provided details of the procedures between the District Engineer and Alternate District Engineer that were established to avoid any conflict of interest when District Engineer Rob Hamers is listed as the private Engineer of record for a development in a CMSD servic e area. Mr. Carroll n oted that the current procedure is working well and recommended that no changes be made at this time. General Manager Carroll responded to an inquiry from Director Perry regarding the requirement of the Alternate District Engineer to carry insurance and indicated that he will present options to the C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19, 2013 __________________________________________________________________________________ Board at an upcoming meeting. There were no additional questions or comments and the report was received and filed. 1 1 . Board of 2014 Costa Mesa Sanitary District Meeting Schedule Rec ommendation: That the Board of Directors Approves the 2014 Costa Mesa Sanitary District meeting schedule. Ms. Middenway provided details of the proposed 2014 CMSD calendar. Vice President Scheafer expressed favor of maintaining the regular Board meetin gs as scheduled on the fourth Thursday of the month and would prefer moving the Study Session meetings when necessary. Discussion followed regarding the scheduling of Board meetings on the third and fifth Thursday’s of the month. The Board of Directors concurred to revise the proposed 2014 meeting schedule to reflect the regular Board meetings to be held on the fourth Thursday of the month, with the exception of the months of November and December. 12 . Project #194 – Agreement with Xylem, Inc. for Pu mp Station Maintenance Recommendation: That the Board of Directors : 1. Approve the agreement with Xylem, Inc. for $169,182.82 for performing a variety of maintenance and repair work on eleven pump stations. 2. Approve a contingency budget in the amount of $1 6,918, which is 10% of the agreement amount. 3. Approve appropriating $35,000 from retained earnings in the Liquid Waste Fund to the sewer line maintenance account. General Manager Carroll provided report details regarding the preventative maintenance servi ces performed on the District’s 27 pump stations and indicated that the recommendation is to approve the proposed agreement with Xy lem, Inc. for the pump station maintenance on eleven pump stations. Mr. Carroll discussed the bid proposal process and noted that although the bid proposal is in excess of the estimated amount, the services were necessary to ensure the pump stations are working at an optimum level. Director Ooten moved to approve the agreement with Xylem, Inc. for $169,182.82 for performing a variety of maintenance and repair work on eleven pump stations. Director Perry seconded the motion. Discussion followed. The motion carried 5 -0. Director Schafer moved to approve a contingency budget in the amount of $16,918, which is 10% of the agre ement amount. Director Perry seconded the motion. The motion carried 5 -0. C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19, 2013 __________________________________________________________________________________ Director Perry moved to approve appropriating $35,000 from retained earnings in the Liquid Waste Fund to the sewer line maintenance account. Director Schafer seconded the motion. The motion carried 5 -0. XII. ENGINEER’S REPORTS 1 3 . Project Status Report Recommendation: That the Board of Directors receive and file the report. District Engineer Hamers indicated that all projects were moving along and made himself availabl e to answer any questions. Mr. Hamers responded to an inquiry from Director Ooten and indicated that the seismic upgrades anchored all of the electrical control panels. There were no additional questions or comments and the report was received and file d. 1 4 . Project #196 -A – Installation of Backup Power and Backup Pumping Capability Recommendation: That the Board of Directors : 1. Award a conract to the lowest responsive and responsible bidder, GCI Construction, Inc. of Costa Mesa, California , in the amount of $485,200. 2. Approve a 10% contingency budget of $48,520. District Engineer Hamers noted that Project #196 had been broken down into four parts and that the proposal is for the installation of backup power and backup pumping capability at t he Mendoza, Elden, and Victoria pumping stations. Mr. Hamers noted that the equipment cost was not included in the amount of $485,200. General Manager Carroll responded to an inquiry from President Ferryman and confirmed that the project went out for a request f or proposal (RFP). Director Ooten moved to Award a conract to the lowest responsive and responsible bidder, GCI Construction, Inc. of Costa Mesa, California, in the amount of $485,200. Vice President Scheafer seconded the motion. The motion carried 5 -0 . Vice President Scheafer moved to approve a 10% contingency budget of $48,520. Director Perry seconded the motion. The motion carried 5 -0. XI I. TREASURER’S REPORTS – None XI II . ATTORNEY’S REPORTS - None C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19, 2013 __________________________________________________________________________________ X I V. LOCAL MEETINGS A. Orange County Sanit ation District (OCSD) – (President Ferryman) Recommendation: That the Board of Directors accepts oral report. President Ferryman reported on his attendance of the OCSD meeti ng and noted that Tom Beamish was appointed Vice Chair and will serve until J une, 2014. President Ferryman discussed negotiations with the Union . B. Santa Ana River Flood Protection Agency (SARFPA) – (Secretary Perry) Recommendation: That the Board of Directors accepts oral report. Nothing to report at this time. C. Ind ependent Special Districts of Orange County (ISDOC) – (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer reported on the approval of the Bylaws. D. California Special Districts Associati on (CSDA) Recommendation: That the Board of Directors accepts oral report. Nothing to report at this time. E. California Association of Sanitation Agencies (CASA) Recommendation: That the Board of Directors accepts oral report. Nothing to report at thi s time. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. Director Schafer reported on her attendance of the WACO meeting, 70 th Ann iversary Committee meeting, encouraged the Board to attend the March 2014 Chamber Breakfast that General Manager Carroll will present at, Study Session meeting, Special District Leadership Academy. Vice President Scheafer reported on his attendance of th e WACO meeting with Director Perry and his attendance of the Costa Mesa Police Department’s 60 th Anniversary with Director Schafer. Discussion followed regarding V ice President Scheafer ’s ability to accept the prize of a helicopter ride that he won on a raffle. District Counsel Alan Burns confirmed that Vice President Scheafer was able to accept the prize. C OSTA M ESA S ANITARY D ISTRICT P AGE 7 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD D ECEMBER 19 , 2013 ____________________________________________________________________________ XVI. OLD BUSINESS President Ferryman thanked Director Schafer for organizing a successful Christmas party for the District. XVII. NEW BUSINESS Dir ector Ooten inquired about the reporting frequency of the SCADA system. District Engineer Hamers responded to Director Ooten’s inquiry and indicated that there would be an increase in cost for an hourly report from all 27 pump stations. Mr. Hamers noted that he would bring this item back to the Board at a future meeting. XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Schafer questioned the merging of the Municipal Water District of Orange County (MWDOC) with the Orange County Water District (OCWD). District Counsel Burns discussed the article in the Orange County Register regarding the matter. Director Ooten commented regarding the number of laterals with roots problems. District Engineer Hamers noted that a hot spot meeting was recently held as a standard meeting. Vice President Scheafer wished everyone Happy Holidays. XIX. ADJOURNMENT Seeing no further business to come before the Board of Directors, President Ferryman adjourned the meeting at 6:08 p.m. THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON JANUARY 23, 2014 AT 5:30 P.M. AT THE COSTA MESA NEIGHBORHOOD COMMUNITY CENTER AT 1845 PARK AVENUE, COSTA MESA. _________________________ _________________________ Art Perry James Ferryman Secretary President