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Minutes - Board - 2002-03-18�S�SANR�R, ti� a wE V 4 i I 9 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING MARCH 18, 2002 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on March 18, 2002 at 12:00 p.m., in Conference Room 1A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Arlene Schafer, Arthur Perry, Greg Woodside, James Ferryman, Dan Worthington Staff Present: Robin Hamers, Manager /Engineer; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, District Treasurer; Alan Burns, Legal Counsel Others Present: Michael Benesh, Robin B. Hamers & Associates, Inc. Yefim Tsalyuk, Robin B. Hamers & Associates, Inc. • Paul Guzman, Robin B. Hamers & Associates, Inc. The Special Meeting was held for the purpose of discussing action items related to strategic planning for the District and other topics. CMSD Management and Engineering Succession Plan Mr. Hamers explained that as a result of the Strategic Planning Workshop, the issue of how the District would respond to losing a key employee was pinpointed as one of the items to address in the forthcoming year. In particular, how would the District function should Mr. Hamers no longer be able to work for the District? Mr. Hamers presented the existing staff manpower arrangement including an Organization Flow Chart, the present Agreement between CMSD and Robin B. Hamers & Associates, Inc., job descriptions for the Manager and District Engineer; and the City /District Agreement. The City of Costa Mesa and the District have an agreement whereby the City is responsible for providing services of an Assistant Manager, Clerk of the District and Permit Processing Specialists and the City has responsibility for these employees. Time spent by Manager is restricted to 20 hours per week per Board direction in 1992. Mr. Hamers recommended that the engineering responsibilities continue to be performed by the present engineering staff of Robin B. Hamers & Associates, Inc. and • the Board would have to appoint an acting Manager and make decision as to obtaining a full -time or part-time manager. The Board could issue an RFP, allowing the Board to contract with another firm or could request that City provide a new Manager or Assistant Manager. The consensus of the Board is to issue an RFP and select a manager. Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held March 18, 2002 Mr. Harriers presented an outline of how the District would continue to function should he be unable to work for the District. Mr. Burns brought up legal ramifications of future contractual relationships. Director Ferryman expressed the opinion that Board should explore what is available in the event something should happen to Rob and questioned how District would technically contract with Rob's current employees. It was determined the District should have contingency plans in the event of Rob's departure and map out a course of action to take care of initial need and institute temporary measures. There are provisions in the law that allow another engineer to take over responsibility for engineering plans. President Schafer stated that the Board should be able to appoint an acting manager and engineer. Rob will make changes to the proposed flow chart, put in document form and submit to Board to memorialize. The Board would appoint an acting manager and RFP or RFQ would be issued to fill the position. Identify CMSD as Independent Special District Mr. Harriers presented a chart listing reasons for and against a name change for the District and advised that Staff has held discussions on the means of changing names on the 40,000 containers now distributed District -wide. President Schafer stated that it is important the District be known as an independent special district. It was determined that a name change be a long -term goal in strategic planning process. Director Worthington expressed desire for the District to be identified in front of City Hall and all Directors concurred. The topic will be added to the April 11, 2002, agenda. Resolution Supporting E Waste Regional Grant Funding Mr. Hamers reported that the Integrated Waste Management Department of Orange County will now allow CRT disposal at its four Household Hazardous Waste sites, however this applies to residents and not the commercial sector. CMSD Resolution No. 2002 -658 was presented supporting grant funding from the State • of California for the disposal of E -Waste along with an application to Curbside, Inc. to provide services to the District and the City. Director Ferryman motioned to approve Resolution No. 2002 -658 subject to the provision that the Board must see and approve all contracts before submission. Director Perry seconded the motion and the motion passed 5 -0.