01 - Minutes Study Session Meeting 2014-06-17 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS S TUDY S ESSION J UNE 17 , 2014 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in study se ssion on June 17 , 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, Arlene Schafer Art Perry S TAFF P RESENT : Scott Carroll, General Manager ; Robin H amers, District Engineer; Noelani Middenway, District Clerk; Wendy Davis, Interim Finance Manager O THERS P RESENT : Lawrence Jones, CR&R P UBLIC C OMMENT President Ferryman invited members of the public to address the Board. Seeing no one , President F erryman closed public comments. I TEMS OF S TUDY 1 . Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the May report. There were no questions or comments and the report was received. 2 . Ordinance Enforce ment Officer Report Recommendation: That the Board of Directors receive and file the report.
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 J UNE 17 , 2014 ______________________________________________________________________ Scott Carroll, General Manager, discussed the recruitment of the position and noted that a candidate had been selected and is going through the background check process and will potentially begin in July. Discussion followed regarding the citation process for trash carts in public view. There were no additional questions or comments and the report was received. 4 . Organics Recycling Program Implementation Plan – Update (Oral Report) Recommendation: That the Board of Directors receive an oral report from staff regarding the Implementation Plan for the District’s Organics Recycling Program. General Manager Carroll reported on his meeting with CR&R and sta ff on June 5, 2014 to discuss the Organics Recycling Program. Mr. Carroll indicated that the group had discussed and developed a tri -fold informational brochure for the program and will distribute the brochure at the Concerts in the Park events. Mr. Carrol l also noted that the group began planning for the November and December community outreach meetings to discuss the Organics Recycling Program as well as the ordering of additional lockable containers. Discussion followed regarding qualifications for exe mption from the Organics Recycling Program. Director Ooten suggested that staff look at the City of Newport Beach’s roll out plan. Vice President Scheafer requested a tour of the anaerobic digestive facility once it’s open. There were no additional q uestions or comments and the report was received. 5 . Organics Separation Behavioral Study (Oral Report) Recommendation: That the Board of Directors considers partnering with UC Irvine for a study on how to increase participation in the Organics Recycli ng Program. Mr. Carroll requested that this item be pulled from the agenda. 6 . Deputy District Clerk Position Recommendation: That the Board of Directors receive and file this report . Mr. Carroll reported that staff has been cross trained on t he duti es of the District Clerk, indicated that a contractor would be brought in to cover the day to day duties of the District Clerk should she be out on long term leave, and recommended that there is no need for a Deputy District Clerk position.
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 J UNE 17 , 2014 ______________________________________________________________________ Discussion f ollowed regarding the importance of staff being cross trained on the District Clerk’s duties. Vice President Scheafer expressed that he did not feel the need to appoint anyone as the Deputy District Clerk as it would change job descriptions and salary ra nges. There were no ad ditional questions or comments and the report was received. 7 . Cost of Living Adjustments (COLA) Recommendation: That the Board of Directo rs review and discuss the history and projection of COLA’s. Mr. Carroll provided informat ion regarding the history of COLA increases and noted that there is a half percent COLA for the Fiscal Year 2014 -15, which will save the District two percent of the budgeted 2.5 percent COLA. Discussion followed regarding how the COLA is calculated and m aximum COLA limits. There were no additional questions or comments and the report was received . 8 . Santa Ana Country Club Easement (Oral Report) Recommendation: That the Board of Directors receive and file this report. Robin Hamers, District Engine er, provided information regarding the need to move two fence poles on the practice range of the golf club to allow the building to fit around the Elden pump station. He noted that District Counsel is in communication with the attorney of the country club. Discussion followed regarding relocation of the fence. T here were no additional questions or comments. 9 . OC Waste & Recycling Coordinator’s Meeting – Update Recommendation: That the Board of Directors receive and file this report. Elizabeth Pham, Management Assistant, provided a report on her attendance of the OC Waste & Recycling Coordinator’s Meeting, discussed the State’s marketing of ten new recycling zone areas, recycling and recovery of discarded mattresses, a new eco -challenge poster contes t, and a tour of Waste Management’s innovative technology on conversion and process transfer facility that collect s food from local businesses that is converted into material to be used as a source of energy. There were no additional questions or comment s. President Ferryman heard Item 3 at this point of the meeting.
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 J UNE 17 , 2014 ______________________________________________________________________ 3 . CMSD Sewer Master Plan Proposal for 2015 Update Recommendation: That the Board of Directors Direct staff to bring this item back to the June 26, 2014 Board of Directors regular meeting for consideration. Mr. Hamers introduced Steve Shaffer, Envir onmental Engineering Contracting (EEC), provided an overview of the CMSD Sewer Master Plan, noted that the District’s sewer system is over 70 years old, discussed the importance of comparing th e capacity of the system to the ultimate land use and plans adopted by the city , and recommended an update of the master plan take place every 10 years. Mr. Hamers discussed the electronic updating and analysis to be conducted by EEC and his office. Disc ussion followed regarding capacity issues for new high -density developments. Mr. Carroll expressed appreciation of the Mr. Hamers and Mr. Shaffer’s report and noted that the cost of $120,000 to update the sewer master plan had not been budgeted and reque sted that the update be budgeted for the 2015 -16 Fiscal Year. Discussion followed regarding the cost. The Board directed staff to budget the CMSD Sewer Master Plan update for the 2015 -16 Fiscal Year and begin the updates on July 1, 2015. Discussion f ollowed regarding trash service for the high -density, live -work developments. There were no additional questions or comments. 10. Upgrade of CMSD’s Financial Software Recommendation: That the Board of Directors direct staff to bring this item back to the June 26, 2014 Board of Directors regular meeting with the following recommendations: 1. Approve the agreement with Springbook Software to upgrade the existing software; 2. Purchase the HR Li te and Employee Self Service Module; and 3. Appropriate an amount not to exceed $55,000 in the 2014 -15 fiscal year from retained earnings. Wendy Davis, Interim Finance Manager, provided a report on the need to upgrade CMSD’s financial software, noted that the current system’s platform will no longer be supported by Microsoft, discussed the conversion costs between the current software provider and a different provider, and requested that the Board consider the approval of the software upgrade and purchase of t he HR Lite module .
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 J UNE 17 , 2014 ______________________________________________________________________ Discussion followed regarding the charging of assessments through the updated software system. The Board directed staff to place the item on the June 26, 2014 Board agenda. 11. Alkaline Battery Recycling Pilot Program – Final Report Re commendation: That the Board of Directors direct staff to report back on June 26, 2014 with the recommendation to approve implementing the Program District wide. Ms. Pham reported that the pilot program was successful and that the five participating school s collected a total of 4 ,153.9 pounds of alkaline batteries and she discussed the parameters of the proposed program. There were no additional questions or comments and the report was received. The Board directed staff to place the item on the June 26, 2014 Board agenda. 12. Household Hazardous Waste (HHW) Collection Event – Final Report Recommendation: That the Board of Directors receive and file the report. Ms. Pham reported on the success of CMSD’s second HHW event, in collaboration with Orange Coast College and OC Waste & Recycling, which generated over 20,000 pounds of HHW, and discussed the possibility of holding the event in the Fall. Mr. Carroll suggested holding the event bi -annually with the next event to be held in November, 2016. There we re no additional questions or comments and the report was received. 13. Solid Waste Association of North Am erica (SWANA) WASTECON – August 26 -28, 2014, Dallas Texas, Gaylord Texan Recommendation: That the Board of Directors consider attendance by the Board a nd/or staff. Mr. Carroll provided a cost analy sis to attend the SWANA WasteCon conference in Dallas, Texas. Discussion followed regarding the attending the conference. Vice President Scheafer felt that sending a staff member to the conference would be be neficial. President Ferryman expressed support of any Board member who wished to attend the conference.
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 J UNE 17 , 2014 ______________________________________________________________________ Director Ooten suggested that an evaluation of the conference sessions be provided to the Board should staff wish to attend. Mr. Carroll indicated th at he would discuss the conference with staff and bring the item back to the Board if necessary. 14. 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 session s. Director Ooten requested an update on the Orange County Sanitation District pump station abatement at the next study session. Director Ferryman noted that the General Manager’s evaluation w ill occur in July . O RAL C OMMUNICATIONS Mr. Carroll noted t hat he will not attend the July 15, 2014 study session as he will be presenting the District’s GIS system at a conference in San Diego. Vice President Scheafer noted that he may arrive late to the June 26, 2014 board meeting as he will be coming from an SDRMA meeting in Sacramento. A DJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 1 1:08 A.M. _________________________ _________________________ Art Perry James Ferryman Sec retary President