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Minutes - Board - 2009-01-26COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING JANUARY 26, 2009 The Costa Mesa Sanitary District held a Special Meeting at 6:00 p.m. on Monday, January 26, 2009 at 628 W. 19th Street, Costa Mesa. Directors Present: Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman, Art Perry, Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Teresa Gonzales, Accountant; Sherry Kallab, Management Analyst President Schafer called the meeting to order at 6:00 p.m. and turned the meeting over to Mr. Hamers. I. Consider Selection of Consultant for Costa Mesa Sanitary District 2.009 -2010 Strategic Plan Mr. Hamers gave a presentation on the process taken place as of this date in the selection of a consultant for the Costa Mesa Sanitary District 2009 -2010 Strategic Plan. Mr. Hamers reported a committee of Staff members met prior to the Ad Hoc Committee meeting consisting of Directors Schafer and Ferryman, Mr. Hamers, Mr. Fauth, Ms. Revak, Ms. Gonzalez and Ms. Kallab. The Committee considered proposals received from Rauch Communication Consultants Inc., BHI Management Consulting and Mathis Consulting Group. After review, the Ad Hoc Committee eliminated the Mathis Consulting Group as their proposal considered the CMSD a water district and the proposal otherwise did not meet the needs of the Costa Mesa Sanitary District. CMSD Directors previously met Brent Ives of BHI at various conferences and were impressed with strategic plans provided to other agencies. Robert and Martin Rauch of Rauch Communication Consultants Inc. were consultants for the CMSD in previous strategic planning processes. C, Minutes of Special Meeting Page 2 January 26, 2009 Mr. Hamers pointed out the differences between the Rauch Communications Consultants proposal and that of BHI Management Consulting with BHI more Staff - focused while that of Rauch Communications was Board - focused. However, BHI did send an additional letter to the Board indicating their strategic planning model is geared to reflect the Board's direction and vision for the District and all aspects of the strategic plan hinge on the direction received from the Board of Directors. Mr. Hamers brought up the question as to whether the Board desires a fresh look at the District or a consultant who is familiar with the District. Due to the importance of the selection, the Ad Hoc Committee's desire is for the entire Board to determine which consultant would be better for the District. CMSD Staff prefers the Board be involved throughout the strategic planning process regardless of which consultant is chosen. Director Ooten pointed out the significant cost difference between BHI and Rauch is the "deliverables ". Director Ooten noted BHI will spend considerable time and effort in developing the document, while in the Rauch proposal the consultant will take the draft computer record of the workshop, edit the mission, vision, goals and objectives into an easy -to -use format to which Staff will add the work plan and costs. Mr. Hamers pointed out that Staff would appreciate being relieved of having to prepare the work plan, as he and Ms. Revak have done in the past. Mr. Hamers stated Staff desires an integrated plan with the Directors stating goals and the consultant identifying costs. The plan can then be tracked in the District budget. President Schafer stated she prefers a fresh look at the District and is confident BHI will create an innovative plan. Director Monahan stated the cost is considerable and questioned why the District needs a strategic plan and asked what the District expects to gain from a strategic plan as he believes the District already operates extraordinarily well. Mr. Hamers responded the Staff always works with the long -term future in mind, however, a fresh set of eyes may lead to improvements. Mr. Fauth noted the overall BHI approach is good, however, it is possibly more directed toward a larger organization. Director Ooten stressed it is extremely important for a high- achieving agency to have a road map and a long -range plan. Director Perry stated the District could perform the strategic planning process itself as the District already has its vision and could adopt a plan internally and save the cost of the consultant. e Director Ferryman stated his belief is the District needs an examination of its goals and believes BHI Consulting brings a different approach than Rauch Communications. 2 Minutes of Special Meeting Page 3 January 26, 2009 President Schafer stated her belief is the District needs a short and long -range plan and desires specific direction to the consultant. Director Ooten motioned to select BHI Management Consulting to develop a comprehensive and integrated strategic plan at a cost not to exceed $21,000.00 with Consultant to provide a Power Point presentation to the Board of Directors; President Schafer and Vice President Ooten to be in the Steering Committee for the Plan as described in item 1 a of the Consultant's proposal; additionally, the Consultant will provide the District an electronic version on CD in Microsoft Word and .PDF formats as noted on page 3, item 3d, and provide 7 bound copies. Motion was seconded by Director Ferryman. Motion carried as follows: AYES: Arlene Schafer, Robert Ooten, James Ferryman, Arthur Perry NOES: Gary Monahan Ms. Revak will notify the consulting firms of the Board's decision and request the District's legal counsel prepare a standard Consultant Agreement with BHI Management Consulting. IV. Public Comments No members of the public were present. ADJOURNMENT President Schafer adjourned the meeting at 7:05 p.m. n �J 9 n-AO-4110 ACLL President