01 - Minutes Study Session Meeting 2014-04-15 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS S TUDY S ESSION A PRIL 15 , 2014 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in study s ession on April 15 , 2014 at 9:3 0A .M . at 628 W. 19 th Street, Costa Mesa . R OLL C ALL D IRECTORS P RESENT : D IRECTORS A BSENT : James Ferryman, Michael Scheafer, Robert Ooten, Art Perry, Arlene Schafer None S TAFF P RESENT : Scott Carroll, General Manage r ; Robin Hamers, District Engineer; Anna Sanchez, Administrative Services Manager; Noelani Middenway, District Clerk; Steve Cano, Maintenance Supervisory; Elizabeth Pham, Management Assistant O THERS P RESENT : Dean Ruffridge, CR&R; Mike Silva, CR&R; Lawr ence Jones, CR&R; Jim Mosher, Resident P UBLIC C OMMENT President Ferryman invited members of the public to address the Board. Scott Carroll, General Manager, noted that Mr. Jim Mosher submitted written public comments regarding the online agenda. Mr . Mosher commented on the recycling figures and discussed his discrepancies of how the figures are calculated. Mr. Mosher also complimented staff on making the online agenda more easily accessible. Seeing no one further, President Ferryman closed public comments. ITEM NO. 01
C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ I TEMS OF S TUDY 1 . Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the January and February 201 4 report. Elizabeth Pham, Management Assistant, provided a response from Javier Ochiqui, Manage ment Analyst, to Mr. Mosher’s comments noting that Mr. Balliet’s analysis was not a new waste diversion study but rather a report to strengthen the District’s methodology for calculating the diversion rate. Ms. Pham noted that Mr. Ochiqui would like to offer a meeting with Mr. Mosher and Mr. Balliet to review the waste diversion study and answer any questions. President Ferryman suggested coordinating the same effort with CR&R. There were no additional questions or c omments and the report was received. 2 . Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll indicated there was nothing to report and noted that the Ordinance Enforcemen t Officer, Isidro Gallardo, is no longer with the District as he has accepted a position with the Costa Mesa Police Department. Mr. Carroll noted that the position will be filled by a contractor in the interim and that the recruitment for the position should be completed within three months. The cost of the contractor is estimated at $50 per hour w ho will work 20 hours per week for three months for a total cost of $10,000. Discussion followed regarding the cost of alternative service providers. Mr. Carroll noted that the contractor being hired has extensive knowledge of the community because he used to work for the City of Costa Mesa as a C ode E nforcement O fficer, which means he has c ode e nforcement experience . There were no additional questions or c omments and the report was received. 3 . Zero Waste Conference in Monterey (Oral Report) Recommendation: That the Board of Directors discuss the conference recently attended by Board members. General Manager Carroll introduced the item. Vice Preside nt Scheafer discussed presentations at the Zero Waste C onference regarding dry anaerobic digestive (AD) process versus a wet AD process.
C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ Mike Silva, CR&R, noted that CR&R’s facility is not a dry AD facility and discussed CR&R’s AD process . Discussion followed. President Ferryman suggested that Ms. Pham share her conference notes with CR&R. Discussion followed regarding CR&R’s AD facility processing commercial waste, placement of stickers on the kitchen pails describing what can be placed in the organi cs cart, and the consideration of developing a slogan for the kitchen pails. There were no additional questions or comments and the report was received. 4 . Organics Recycling Program Implementation Plan (Oral Report) Recommendation: That the Board of Directors discuss and make recommendations to the proposed plan from CR&R. Mr. Carroll introduced the item and deferred to Mr. Dean Ruffridge, CR&R. Mr. Ruffridge provided a rendering to the Board of what the hot stamp would look like on the lids of the organics carts and noted different areas of the cart that the CMSD logo c ould be placed. Mr. Ruffridge indicated that the roll out of the organics program will t ake place over a three week period with 1600 carts being delivered per week. Discussion followed regarding holding additi onal town hall meetings before and after the organics program has been launched. Mr. Ruffridge suggested sending out a community -wide survey. Discussion followed. Mr. Mosher commented regarding the proposed organics cart hot stamp label and provided suggestions of what to i nclude on the label. There were no additional questions or comments and the report was received. 5 . Sewer Hot Spot Update Recommendation: That the Board of Directors receive and file the report. Mr. Carroll provided an update on Strategic Goal 1 .3 to reduce hot spots to less than 40 and noted that the District now has 41 hot spots down from 97 when the program began. Mr. Carroll indicated that t he number of hot spots will be reduced to 38 upon the completion of Project No. 197 -B that will perform full length lining in four areas of the community. Mr. Carroll noted that there are seven permanent hot spot locations due to
C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ sags and that staff will continue to meet on a quarterly basis to reduce the number of hot spots. Director Ooten requested an update of crew time saved and cost savings of not having to tend to the hot spots. There were no additional questions or comments and the report was received. 6 . Portable Generators, ¾ Ton Pickup Truck & Emergency Fuel Assessment Needs Recommendation: That the Boa rd of Directors direct staff to report back at the Board Meeting on April 24, 2014 to consider approving the following: A. Acquire six (6) portable standby generators; and B. Acquire one (1) ¾ ton pickup truck. General Manager Carroll addressed the need for port able generators to support six pump stations that do not have any back up power in the event of a natural disaster and noted that his goal is to be self -sufficient for at least seven days. Mr. Carroll provided options of buying either new or pre -owned gene rators and discussed the possibility of storing the generators at the Orange County Fair g rounds. Mr. Carroll noted that the cost for six new generators would total $137,600 with additional costs for fuel and accessories bringing the total to approximatel y $149,000. Discussion followed. Mr. Carroll discussed the need to purchase a ¾ ton pick -up truck to enable the field crew to mobilize the generators quickly and indicated that the cost to purchase a new truck is estimated at $58,000 with additional c osts , such as warning lights, would bring the estimat ed total cos t t o $60,720 . Mr. Carroll indicated that a used truck will cost half th e price of a new one . Mr. Carroll noted that the truck would be kep t at the yard as a back -up and used as needed. Mr. Carroll discussed emergency fuel assessment needs and shared a report with the Board on the length of time the emergency equipment would be able to run based on their fuel capacity . Mr. Carroll suggested contacting emergency fuel suppliers to ensure the District will always have access to fuel in the event of an emergency . Mr. Carroll recommended that the Board direct staff to purchas e new backup generators and t o consider purchasing a pre -owned ¾ ton pickup truck with a trailer hitch. Mr. Carroll noted that these items were not previously budgeted and that an appropriation of funds from retained earnings would need approv al by the Board at its meeting on April 24. Discussion followed.
C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ Vice President Scheafer suggested entering into an agreement with companies who supply generators. Mr. Carroll indicated that he did look into such companies and they required a monthly fee , which would make this option cost prohibitive . Vice President Scheafer requested a list of resources to contact in the event of an emergency. The Board directed staff to place this item on the April 24, 2014 meeting agenda and to look into the option of purchasing a pre -owned pickup truck . There were no additional questions or comments. 7 . Employee Handbook Update Recommendation: That the Board of Directors forward this item to the Regular Board meeting in April for adoption via resolution. Mr. Carroll introduce d the item and noted that the District will be re -applying for the District of Distinction r e -certification with the Special District Leadership Foundation . T he Employee Handbook was provided to the Board for review t o sat isfy the District of Distinction re -certification requirements Discussion followed regarding the deferred compensation loan program and repayment policy and use of executive leave . Anna Sanchez, Administrative Services Manager, noted that the update to the executive leave section of the employee handbook was for clarification for the Finance D epartment to know when executive leave was appropriate to be used. Director Schafer expressed concern regarding staff support for the District Clerk position and encouraged cross training of staff to perform as the Deputy District Clerk. Discussion followed. President Ferryman requested that General Manager Carroll provide the Board with recommendation s for supporting the District Clerk . General Manage r Carroll indicated that he would work with t he District Clerk . Discussion followed regarding merit increases. Mr. Mosher provided public comment regarding the public’s right to access personnel files, applauded the District for its transparency of comp ensation on the website and
C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ suggested making the employee’s compensation available and not the salary range for the position . General Manager Carroll indicated that staff can make that c hange in the Handbook.. There were no additional questions or comments and the report was received. 8 . Administrative Regulations Recommendation: That the Board of Directo rs receive and file the report. General Manager Carroll introduced the item and noted that the Administrative Regulations are being presented to the Board t o review, receive, and file to meet the District of Distinction r e -certi fication requirements. Mr. Carroll noted that the application for the District of Distinction is due in July. There were no additional questions or comments. 9 . Earthquake Insurance Coverage Recommendation: That the Board of Directors provi des direction to staff regarding earthquake insurance coverage. General Manager Carroll introduced the item and deferred to Ms. Anna Sanchez. Ms. Sanchez noted that the District does not carry earthquake insurance and discussed S pecial D istricts R isk M ana gement A uthority (SDRMA)’s earthquake insurance coverage and potential costs. Discussion followed. Vice President Scheafer suggested that staff assess its assets and identify what is susceptible to earthquakes. District Engineer Hamers noted that dif ferential shift between underground masses of structure could cause potential problems. Discussion followed. Director Ooten requested that staff bring back for discussion the seismic study performed on District’s pump stations. The Board directed staff to not move forward with acquiring earthquake insurance q uotes. T here were no additional questions or comments.
C OSTA M ESA S ANITARY D ISTRICT P AGE 7 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD A PRIL 15 , 2014 ______________________________________________________________________ 10. Midway City Sanitary District 75 th Anniversary Proclamation Recommendation: That the Board of Directors approves the proclamation to be presented to the Midway City Sanitary District. General Manager Carroll noted that Midway City Sanitary District is celebrating its 75 th anniversary and that a proclamation has been prepared on behalf of the District to be presented by Director Schafer at Midway City Sanitary District’s open house. There were no questions or comments. 1 1 . Future study session items Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Director Perry requested future discussions with CR&R regar ding the implantation of the Organics R ecycling P rogram . Vice President Scheafer expressed interest in arranging a field trip to the CR&R anaerobic digestive facility. Director Ooten requested that the City of Costa Mesa’s sustainability brochure be made av ailable on the District’s website. Discussion followed. O RAL C OMMUNICATIONS Director Perry noted that he would like to be registered for the Costa Mesa Chamber of Commerc e breakfast boost. Discussion followed regarding the candidates for the alternate LAFCO seat. There were no additional questions or comments. A DJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meet ing at 1 1:09 A.M. _________________________ _________________________ Art Perry James Ferryman Secretary President