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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 25, 2014
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
September 25, 2014 at 5:30P.M. at 628 W.
19t 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, Michael Scheafer, Robert
Ooten, Art Perry, Arlene Schafer
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Colin Burns,
Deputy District Counsel; Robin Hamers,
District Engineer; Wendy Davis, Finance
Manager; Noelani Middenway, District Clerk;
Marc Davis, District Treasurer, Javier
Ochiqui, Management Analyst
OTHERS PRESENT: Dean Ruffridge, CR&R
CEREMONIAL MATTERS AND PRESENTATIONS— None
ANNOUNCEMENT OF LATE COMMUNICATIONS— None
PUBLIC COMMENTS — President Ferryman invited members of the public to address the
Board.
Seeing no one, President Ferryman closed public comments.
CONSENT CALENDAR
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COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 25, 2014
1. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of August 4, 2014 Minutes of August 4, 2014, was approved
as presented.
2. Board of Directors Study Session The Board of Directors Study Session
Meeting Minutes of August 18, 2014 Meeting Minutes of August 18, 2014, was
approved as presented.
3. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of August 18, 2014 Minutes of August 18, 2014, was approved
as presented.
4. Board of Directors Regular Meeting The Board of Directors Regular Meeting
Minutes of August 28, 2014 Minutes of August 28, 2014, was approved
as presented.
5. Occupancy report and payment to The occupancy report and payment to
CR&R Environmental Services CR&R Environmental Services for the
month of August 2014 in the amount of
$192,525.84 was approved as presented.
6. Contract Payment to CR&R The Board of Directors approved payment
Environmental Services for to CR&R Environmental Services for
Recycling and Disposal Services recycling and disposal services for the
• month of August 2014.
7. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2015-03 Approving of Warrant Resolution No. CMSD 2015-03
District Warrant Registers Approving District Warrant Registers for
the month of August 2014 in the amount of
$807,390.89.
8. Directors' Compensation and The Board of Directors approved Directors'
Reimbursement of Expenses compensation and reimbursement of
expenses for the month of August 2014.
9. Investment Report for the Month of The Investment Report, for the month of
August 2014 August 2014 was approved as presented.
10.Sewer Lateral Assistance Program The Board of Directors approved the SLAP
(SLAP) Update report as presented.
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 25, 2014
END OF CONSENT CALENDAR
Secretary Perry moved to approve the consent calendar. Vice President Scheafer
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
11. Shared Services from Orange County Sanitation District (OCSD) — Human
Resources & Risk Management
Recommendation: That the Board of Directors authorizes the General
Manager to proceed using OCSD staff for human resources and risk
management functions.
Scott Carroll, General Manager, reported that OCSD has offered to contract their
Senior Human Resources Analyst to CMSD to provide Human Resources and Risk
Management services due to the vacancy of the Administrative Services Manager
position. Mr. Carroll noted that the OCSD Board of Directors unanimously
supported and voted in favor of the shared service effort.
Discussion followed regarding the hours and duties of the contracted individual.
Vice President Scheafer suggested that staff contact SDRMA to acquire risk
management assistance if necessary.
There were no additional questions or comments.
The Board of Directors authorized the General Manager to proceed using OCSD
staff for Human Resources and Risk Management functions.
12. Pacific Data Electronic (PDE)— Second Amendment to the Agreement
Recommendation: That the Board of Directors:.
1. Approve the Second Amendment to the Agreement with PDE for
$1,020; and
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COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 25,2014
2. Authorize the General Manager to execute the Second Amendment
and any other amendment thereafter where the total amount does not
exceed $5,000.
General Manager Carroll requested that the Board approve the second amendment
with PDE as the amount requested, although small, extended beyond his authority
to approve change orders that exceed 10 percent of the total contract amount and
requires that the Board approve the requested amount. Mr. Carroll also requested
Board approval of $5,000 for unforeseen work that may need to be completed.
President Ferryman suggested revising the policy to expand the General Manger's
authority.
The Board directed the General Manager to place the review of the policy of the
General Manager's contract approval authority on a future study session agenda.
Assistant Secretary Perry moved to approve the recommendation. Director Schafer
seconded the motion.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
13. Health Benefit Contribution
Recommendation: That the Board of Directors approves a "Cafeteria
Bucket" for Employee plus One Dependent health plans in the amount of
$999.00 per month.
Assistant Secretary Ooten moved to approve the motion. Vice President Scheafer
seconded the motion.
Discussion followed regarding whether or not all employees will be able to utilize
the employee plus one health plan benefit. General Manager Carroll noted that it is
available to all employees and would be effective immediately.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 25, 2014
14. California Assembly Bill No. 1594 (D-Williams)—Waste Management
Recommendation: That the Board of Directors receive and file this report.
General Manager Carroll provided a status update of California Assembly Bill No.
1594.
Discussion followed regarding the diversion of organic waste of grocery stores and
restaurants, and regulating multi-family residential disposal.
Vice President Scheafer suggested that a press release be published upon the
finalization of AB 1594 to update the residents on the measures that the District is
taking to comply.
There were no additional questions or comments and the report was received.
ENGINEER'S REPORTS
15. Project Status Report
Recommendation: That the Board of Directors receive and file the report.
There were no questions or comments and the report was received.
16.‘ Project #196-A Installation of Backup Power and Pumping Capability at
Elden,Victoria and Mendoza Pumping Stations
Recommendation: That the Board of Directors approves the following action:
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.
Vice President Scheafer moved approval of recommendations 1 through 3. Director
Schafer seconded the motion.
Director Perry requested that the Board tour the pump station facilities.
Discussion followed regarding repairs of grade four sewer lines.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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TREASURER'S REPORTS- None
ATTORNEY'S REPORTS- None
LOCAL MEETINGS
A. Orange County Sanitation District (OCSD)— (Assistant Secretary Ooten)
Recommendation: That the Board of Directors accepts oral report.
President Ferryman reported on his attendance of the meeting and noted that the Board
unanimously voted in favor of the shared services between OCSD and CMSD for
Human Resources and Risk Management. He also reported on contracts and union
negotiations.
Assistant Secretary Ooten discussed a risk analysis performed for security services
at OCSD.
B. Santa Ana River Flood Protection Agency (SARFPA) — (Secretary Perry)
Recommendation: That the Board of Directors accepts oral report.
Secretary Perry reported that the Santa Ana Regional Interceptor (SARI) line is
complete and operational, funding of the sewer line, update on the status of the
draft Westminster/East Garden Grove flood risk assessment study should be ready
by June of 2015.
C. Independent Special Districts of Orange County (ISDOC) — (Vice President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Vice President Scheafer complimented on General Manager Carroll's involvement
in the CSDA General Manager mentoring and coaching program that he is involved
in, LAFCO updates, and speakers for the ISDOC quarterly meetings.
D. California Special Districts Association (CSDA) - (Vice President Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Vice President Scheafer reported that the Board will be attending the CSDA annual
conference in Palm Springs during the last week of September.
E. Special District Risk Management Authority (SDRMA) — (Vice President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Vice President Scheafer reported on his attendance of the SDRMA conference.
COSTA MESA SANITARY DISTRICT PAGE 7
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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 on her attendance of the Districts special meeting, study
session and regular meeting, the CASA (California Association of Sanitation Agencies)
conference, the Chamber of Commerce breakfast and WACO meeting.
Assistant Secretary Ooten reported on his attendance of the WACO (Water Advisory
Committee of Orange County) meeting, OCSD operations committee meeting, and the
Liaison Committee meeting.
OLD BUSINESS- None
NEW BUSINESS- None
17. Election of Independent Special District of Orange County (ISDOC) Officers
Recommendation: That the Board of Directors direct President Ferryman to cast
a vote on behalf of the Board of Directors for the Election of ISDOC Officers.
Secretary Perry made a motion to approve the recommendation. Director Schafer
seconded the motion.
Discussion followed.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
Colin Burns, Deputy District Counsel, noted that there are multiple positions on the
ballot with one person nominated to each position that require a vote.
Secretary Perry noted that his motion was to direct the President to vote the slate as
presented.
There were no additional questions or comments.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Secretary Perry requested that the process to place items on the agenda be discussed
at a future study session.
Vice President Scheafer discussed manhole rehabilitation and suggested placing
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 25, 2014
barricades over the manholes being worked on. He also addressed comments that were
made at a City Planning Commission regarding trash collection at multi-single family
developments.
Assistant Secretary Ooten discussed potential capacity issues for new developments.
Secretary Perry requested that a discussion regarding the servicing of new
developments be placed on a future study session agenda.
Robin Hamers, District Engineer, noted that the District has not declined solid waste
service to any resident or development.
ADJOURNMENT
There being no further business to come before the Board, President Ferryman
adjourned the meeting at 6:15 P.M.
i
Art Perry — Ja — Ferryman
Secretary Pre. •ent