Minutes - Board - 2014-03-27COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MARCH 27, 2014
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
March 27, 2014 at 5:30P.M. at 628 W. 19th
Street, Costa Mesa.
PLEDGE OF President Ferryman led the Pledge of
ALLEGIANCE Allegiance.
INVOCATION Vice President Scheafer led the Invocation.
ROLL CALL DIRECTORS PRESENT: James Ferryman, Robert Ooten, Art Perry,
Arlene Schafer. Mike Scheafer
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Alan Burns,
District Counsel; Robin Hamers, District
Engineer; Anna Sanchez, Administrative
Services Manager; Noelani Middenway,
District Clerk; Marc Davis, District Treasurer;
Wendy Davis, Interim Finance Manager;
Steve Cano, Maintenance Supervisor
OTHERS PRESENT: Dean Ruffridge, CR &R; Lawrence Jones,
CR &R; Jim Mosher, Resident
CEREMONIAL MATTERS AND PRESENTATIONS — 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.
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PUBLIC COMMENTS - 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 the agenda online.
General Manager Carroll and District Clerk, Noelani Middenway, will discuss alternative
methods of posting the agenda and review the Ordinance numbers.
CONSENT CALENDAR
1. Board of Directors Study Session The Board of Directors Study Session
Meeting Minutes of February 18, Meeting Minutes of February 18, 2014,
2014 was approved as presented.
2. Board of Directors Regular Meeting The Board of Directors Regular Meeting
Minutes of February 25, 2014 Minutes of February 25, 2014, was
approved as presented.
3. Occupancy report and payment to The Board of Directors approved the
Costa Mesa Disposal occupancy report and payment to Costa
Mesa Disposal for the month of February
2014.
4. Contract Payment to CR Transfer The Board of Directors approved payment
for Recycling and Disposal Services to CR Transfer for recycling and disposal
services for the month of February 2014.
5. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2014 -9 Approving of Warrant Resolution No. CMSD 2014 -9
District Warrant Registers Approving District Warrant Registers for
the month of February 2014 in the amount
of $622,829.49.
6. Directors' Compensation and The Board of Directors approved Directors'
Reimbursement of Expenses compensation and reimbursement of
expenses for the month of February 2014.
7. Investment Report for the Month of The Board of Directors approved the
February 2014 Investment Report for the month of
February 2014.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MARCH 27, 2014
END OF CONSENT CALENDAR
PAGE 3
Vice President Scheafer moved 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
PUBLIC HEARINGS — None
GENERAL MANAGER'S REPORTS
8. Ordinance No. 99 — Amendina Operations Code Pertainina to Trash Reaulations
and Recyclina
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 District'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 had 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 placed 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:
Ferryman, 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.
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9. Government Finance Officers Association (GFOA) 108th Annual Conference —
Minneapolis, Minnesota
Recommendation: That the Board of Directors approves out of state travel for
Kaitlin Tran, Associate Accountant, to attend GFOA's 108th 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 noted 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
10. Strategic Plan Progress Report
Recommendation: That the Board of Directors receives and files this report.
General Manager Carroll 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 an update on 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 the
Anaerobic Digestive Facility and Stanton recycling center.
There were no additional questions or comments.
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11. 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 item had been discussed at the Study Session on March 17
and believes the Board supported the concept of the item and reiterated that the
request for the position is for safety reasons and the complexity of the SCADA and
electrical systems of the pump stations. 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 experience 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 outside contractor to perform preventive maintenance functions 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 individual 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 Harriers, District Engineer, thanked the Board for considering the position and
expressed the importance of the position.
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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
ENGINEER'S REPORTS
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
amounts 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 received.
13. Accept Improvements for Project #197 — Svstem 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
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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 and 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 confirmation 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.
TREASURER'S REPORTS — None
ATTORNEY'S REPORTS — 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.
LOCAL MEETINGS
A. Orange County Sanitation District (OCSD) — (President Ferryman)
Recommendation: That the Board of Directors accepts oral report.
President Ferryman reported on his attendance of the OCSD Board meeting,
discussed how a contractor omitted a four million dollar portion of a proposal
to OCSD in which the contractor had to retract the proposal, and noted a
change to policy for the number of meetings the chairman can attend per
month.
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change to policy for the number of meetings the chairman can attend per
month.
Director Ooten reported on discussions regarding contractors suing OCSD.
B. Santa Ana River Flood Protection Agency (SARFPA) — (Secretary Perry)
Recommendation: That the Board of Directors accepts oral report.
President Ferryman reported that SARFPA received the funding for the East
Garden Grove Wintersburg flood channel improvement project.
C. Independent Special Districts of Orange County (ISDOC) — (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 reported his attendance of three conference 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 70th 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 attendance 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
County Sanitation District's Board meeting.
Vice President Scheafer commented on the SWANA Zero Waste Conference
that he attended with President Ferryman, Directors Perry and Schafer, and Ms.
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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
Conferences.
President Ferryman requested that food waste from restaurants be addressed
during a future study session meeting with CR &R.
There were no additional questions or comments.
OLD BUSINESS — None
NEW BUSINESS — None
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS — None
ADJOURNMENT
There being no further business to come before the Board, President Ferryman
adjourned the meeting at 6:16 P.M.
Ai�- P
Art Perry
Secretary