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02 - Minutes Regular Board Meeting 2014-03-27 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS R EGULAR M EETING M ARCH 27 , 2014 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in regul ar session on March 27 , 2014 at 5 :3 0 P.M . at 628 W. 19 th Street , Costa Mesa . P LEDGE OF A LLEGIANCE I NVOCATION R OLL C ALL D IRECTORS P RESENT : D IRECTORS A BSENT : President Ferryman led the Pledge of Allegiance. Vice President Scheafer led th e Invocation. James Ferryman, Robert Ooten, Art Perry, Arlene Schafer, Mike Scheafer None S TAFF P RESENT : Scott Carroll, General Manager ; Alan Burns, District Counsel; Robin Hamers, District Engineer; Anna Sanchez, Administrative Services Manager; No elani Middenway, District Clerk; Marc Davis, District Treasurer; Wendy Davis, Interim Finance Manager O THERS P RESENT : Dean Ru ffridge, CR&R; Lawrence Jones, CR&R; Jim Mosher, Resident C EREMONIAL M ATTERS AND P RESENTATIONS – President Ferryman presented Maintenance Supervisor, Steve Cano, a certificate of recognition for obtaining the California Water Environment Association (CWEA) Grade IV Certification for Collection System Maintenance. A NNOUNCEMENT OF L ATE C OMMUNICATIONS - General Manager Carroll noted that Mr. Jim Mosher had submitted written comments addressing minor typographical errors in the minutes. ITEM NO. 02 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 M ARCH 27 , 2014 ______________________________________________________________________ P UBLIC C OMMENT S - President Ferryman invited members of the public to address the Board. Mr. Mosher commented regarding the distribution of the meeting agendas and indicated difficulties in downloading the agenda on the District website , discussed the numbering of Ordinances and suggested that the Board provide two readings of Ordinances. Discussion followed regarding the methods used to post th e agenda online. General Manager Carroll and District Clerk, Noelani Middenway, will discuss alternative methods of posting the agenda and review the Ordinance numbers. C ONSENT C ALENDAR 1. Board of Directors Study Session Meeting Minutes of February 18 , 2014 2. Board of Directors Regular Meeting Minutes of February 25 , 2014 3. Occupancy report and payment to Costa Mesa Disposal 4. Contract Payment to CR Transfer for Recycling and Disposal Services 5. Adoption of a Warrant Resolution No. CMSD 2014 -9 Approving District Warrant Registers 6. Directors’ Compensation and Reimbursement of Expenses 7. Investment Report for the Month of February 2014 The Board of Directors Study Session Meeting Minutes of February 18 , 2014, was approved as presented. The Board of Directors Regular Meeting Minutes of February 25 , 2014, was approved as presented. The Board of Directors approved the occupancy report and payment to Costa Mesa Disposal for the month of February 201 4 . The Board of Directors approved payment to CR Tran sfer for recycling and disposal services for the month of February 2014. The Board of Directors approved adoption of Warrant Resolution No. CMSD 2014 -9 Approving District Warrant Registers for the month of February 2014 in the amount of $622,829.49 . The Board of Directors approved Directors' compensation and reimbursement of expenses for the month of February 2014. The Board of Directors approved the Investment Report for the month of February 2014. 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 M ARCH 27 , 2014 ______________________________________________________________________ E ND OF C ONSENT C ALENDAR Vice President Scheafer m oved for approval of the Consent Calendar . Director Ooten seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None P UBLIC H EARINGS – None G ENERAL M ANAGER ’S R EPORTS 8 . Ordina nce No. 99 – Amending Operations Code Pertaining to Trash Regulations and Recycling Recommendation: That the Board of Directors adopts Ordinance No. 99 amending the Operations Code pertaining to Trash Regulations and Recycling as it applies to the Distri ct’s Organics Recycling Program. General Manger Carroll noted that approval of the proposed Ordinance will amend the Operations Code pertaining to trash regulations and recycling since the Organics Recycling Program h ad been approved. Vice President Scheafer discussed a presentation by the City of Tacoma, WA at the Solid Waste Association of North America (SWANA ) Zero Waste Conference and requested that staff follow up with the presenter to discuss picture labels pla ced on the food waste buckets. There were no additional questions or comments and the report was received and filed. Director Schafer moved approval of the item. Director Ooten seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferrym an, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None Director Ooten commented that the Ordinance provided good definitions asked if the definitions were also available on the website . 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 M ARCH 27 , 2014 ______________________________________________________________________ 9 . Government Finance Officers Association (GFOA) 108 th Annual Conference – Minneapolis, Minnesota Recommendation: That the Board of Directors approves out of state travel for Kaitli n Tran, Associate Accountant, to attend GFOA’s 108 th Annual Conference in Minneapolis, Minnesota. Ms. Wendy Davis, Interim Finance Manager, requested that the Board approve the out of state travel for Ms. Tran to attend the GFOA annual conference and not ed that Ms. Tran had applied for and received a scholarship for $425 to attend the conference. President Ferryman questioned if there were certification opportunities for attending such conferences. Ms. Davis confirmed that certifications for Certified Financial Officers were available and would require Ms. Tran to take additional classes to count towards the certification. Director Ooten moved approval of the item. Director Perry seconded the motion. Ms. Davis responded to Director Perry’s question and confirmed that the expenses stated in the staff report are estimates . There were no additional questions or comments. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None 1 0 . Strategic Plan Progress Report Recommendation: That the Boar d of Directors receives and files this report. General Manager C arroll noted that the amendment to the Strategic Plan was adopted in April 2013 and ratified in May 2013 and indicated that the intent of this report is to provide the Board with a n update o n the progress being made to achieving the strategic goals. Vice President Scheafer requested confirmation regarding the delay of conducting a Solid Waste Citizens Academy. Mr. Carroll confirmed that the Board had directed staff to focus on tours of th e Anaerobic Digestive Facility and Stanton recycling center. There were no additional questions or comments. 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 M ARCH 27 , 2014 ______________________________________________________________________ 1 1 . SCADA Technician/Industrial Electrician Position Recommendation: That the Board of Directors : 1. Approve the SCADA Technician/Industrial Electrician job classification; and 2. Appropriate $115,020 from the Liquid Waste Fund’s Unreserved Undesignated Retained Earnings to fund the position in Fiscal Year 2014 -15; and 3. Direct staff to begin the recruitment process. Mr. Carroll noted that this i tem had been discussed at the Study S ession on March 17 and believes the Board supported the concept of the item and reiterated that the reque st for the position is for safety reasons and the complexity of the SCADA and electrical systems of the pump stati ons. Mr. Carroll discussed the salary range for the proposed position noting that the range is fair market value for cities and special districts in Orange County, provided a visual of the organizational chart noting that the position is of a higher level position and will report directly to the maintenance supervisor . Discussion followed regarding the salary range for the proposed position. Director Ooten expressed support of the position and noted that the position requires an individual with experien ce as no one on staff would be able to train the individual to help them with their technical specialty. Director Perry expressed support of not hiring an individual beyond step 4 of the salary range. President Ferryman expressed support of the General Manager’s decision to hire a qualified candidate at a rate that Mr. Carroll felt was appropriate based on the candidate ’s qualifications and experience. Vice President Scheafer noted that a savings of $35,000 from eliminating the need for an ou tside con tractor to perform preventive maintenance func tions caused him to agree with President Ferryman’s statement. Director Schafer expressed support of General Manager Carroll’s recommendation. Director Ooten indicated that his preference is to not hire an ind ividual at a level that exceeds that of the Maintenance Supervisor’s pay rate. General Manager Carroll noted that the proposed salary range does not exceed the Maintenance Supervisor’s salary range. Mr. Robin Hamers, District Engineer, thanked the Boar d for considering the position and expressed the importance of the position. 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 M ARCH 27 , 2014 ______________________________________________________________________ There were no additional questions or comments. Director Ooten moved approval of the item. Director Schafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Ooten, Schafer Noes: Perry Absent: None E NGINEER ’S R EPORTS 12 . Project Status Report Recommendation: That the Board of Directors receive and file the report. Mr. Hamers indicated that Ms. Davis is working on a new format for the project status update report. Ms. Davis provided a status update on the new format to include the projects budgeted amount s and bid amounts and indicated that it would be provided at the next Board meeting. There were no questions or comments and the report was rec eived. 13 . Accept Improvements for Project #197 – System Wide Sewer Reconstruction – Phase III Recommendation: That the Board of Directors approves the following: 1. Accept improvements as completed and file a Notice of Completion. 2. Authorize payment of 5 % retention 35 days after Notice of Completion is recorded. 3. Exonerate Labor and Material Bond after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. There were no questions or comments. Director Ooten moved approval of the item. Vice President Scheafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None 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 M ARCH 27 , 2014 ______________________________________________________________________ 14. Project #196 -A Backup Pumping Units at Elden, Victoria, Mendoza Stations – Request for Change Order Approval Recommendation: That the Board of Directors approves the following: 1. Approve Request for Change Order #1 in the amount of $102,000 to GCI Construction, Inc. for Project #196 -A as shown on the attached change order form an d sketch. 2. Approve the transfer of $102,000 from PICA Analysis Project #198 and closeout this project by transferring the remaining $71,627 of budget back to the Asset Management Fund. There were no questions or comments. Director Ooten moved approval of the item. Vice President Scheafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None District Counsel Burns requested c onfirmation that the motion included the recommended budget transfer. Director Ooten confirmed that the motion did include the budget transfer. There were no additional questions or comments. T REASURER ’S R EPORTS – None A TTORNEY ’S R EPORTS – District Counsel Burns reported that the District sent a request to the Fair Political Practice Commission (FPPC) regarding the Treasurer and Finance Manager, which the Board received a copy of. L OCAL M EETINGS A. Orange County Sanitation District (OCSD) – (Presi dent Ferryman) Recommendation: That the Board of Directors accepts oral report. President Ferryman reported on his attendance of the OCSD Board meeting, discussed h ow a contractor omitted a four million dollar portion of a proposal to OCSD in which the contractor had to retract the proposal, and n oted a change to policy for the numb er of meetings the chairman can attend per month. C OSTA M ESA S ANITARY D ISTRICT P AGE 8 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD M ARCH 27 , 2014 ______________________________________________________________________ Director Ooten reported on discussions regarding contractors suing OCSD. B. Santa Ana River Flood Protection Agency (SA RFPA) – (Secretary Perry) Recommendation: That the Board of Directors accepts oral r eport. President Ferryman reported that SARFPA received the funding for the Winter B ird Watershed project. C. Independent Special Districts of Orange County (IS DOC) – (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Nothing to report. D. California Special Districts Association (CSDA) - (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer report ed his attendance o f three c onference calls that included the selection process for speakers for the upcoming conferences. E. California Association of Sanitation Agencies (CASA) Recommendation: That the Board of Directors accepts oral report. Nothing to report. 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 her attendance of the District’s 70 th Anniversary Committee meeting, Water Advisory Committee of Orange County (WACO ), CMSD Study Session, Costa Mesa Chamber of Commerce Breakfast and three Organic Recycling workshops. Director Ooten reported on his attenda nce of the Orange County Area Waste Discharge Requirements Steering Committee meeting that discussed how to estimate the volume of sewer spills. Director Ooten also attended Orange Coun ty Sanitation District’s Board meeting . Vice President Scheafer com mented on the SWANA Zero Waste Conference that he attended with President Ferryman, Directors Perry and Schafer, and Ms. Elizabeth Pham, Management Assistant, and expressed that it was one of the best co nferences he has ever attended and believed the wo rkshops generated C OSTA M ESA S ANITARY D ISTRICT P AGE 9 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD M ARCH 27 , 2014 ______________________________________________________________________ lots of questions for him. Vice President Scheafer indicated that he would like to meet with CR&R to discuss some of the items addressed at the conference. Director Perry recommended that the Board look into future Zero Waste Confer ences. President Ferryman requested that food waste from rest aurants be addressed during a future study session meeting with CR&R. There were no additional questions or comments. O LD B USINESS – None N EW B USINESS – None O RAL C OMMUNICATIONS AND D IRECTOR C OMMENTS – None A DJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 6:16 P.M. _________________________ _________________________ Art Perry James Ferryman Secretary President