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Minutes - Board - 2009-07-130 COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING JULY 139 2009 The Costa Mesa Sanitary District held a Special Meeting at 8:00 a.m. on Monday, July 13, 2009 at 628 W. 19th Street, Costa Mesa. Directors Present: Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman, Art Perry Staff Present: Donald McIntyre, Interim District Manager; Robin B. Harriers, District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer; Sherry Kallab, Management Analyst; Teresa Gonzalez, Accountant; Alan Burns, Legal Counsel • Others Present: Brent H. Ives, BHI Management Consulting 2459 Neptune Ct., Suite 110, Tracy, CA President Schafer called the meeting to order at 8:00 a.m. I. CSDA Board of Directors Nomination for Seat "A" President Schafer requested the Board of Directors consider a nomination for Seat A in Region 6 on the CSDA Board of Directors. Director Ooten moved to nominate Jo MacKenzie, Vista Irrigation District, Region 6, Seat A for the CSDA Board of Directors. Director Perry seconded the motion. Motion passed 5 -0. Ms. Revak will submit the nomination form and a minute excerpt to CSDA. II. ISDOC Quarterly Meeting — July 30, 2009 President Schafer announced the ISDOC Quarterly meeting will be held on Thursday, July 30, 2009 at 11:30 a.m. Sandra Hutchens, Orange County Sheriff - Coroner will be the guest speaker. Ms. Revak asked Board and Staff to indicate if they plan to attend the meeting. Directors attending are Arlene Schafer, Bob Ooten and Jim Ferryman. • Staff members attending are Tom Fauth and Joan Revak. Ms. Revak will make the reservations. The luncheon cost has increased from $12.00 to $16.00 with advance payment or $20 at the door. Minutes of Special Meeting Page 2 July 13, 2009 • III. Maintenance Yard Groundbreaking Discussion was held on holding a groundbreaking ceremony for the maintenance yard. President Schafer suggested the District forgo a groundbreaking event and wait for completion of the building to hold a ribbon - cutting ceremony, inviting the press and local dignitaries. The estimated completion for construction is January 8, 2010, however, with any change orders or other circumstances it could be February 2010. The Board agreed to host a ribbon - cutting ceremony in lieu of a ground- breaking event. IV. Resolution No. 2009 -767 Approving MOU to authorize Ancillary Health Benefits Coverages and Related Approvals & Authorization. Mr. McIntyre reported on an opportunity to obtain health benefits coverage from SDRMA and stated, in order for the coverage to go into effect on August 1, 2009, action must be taken today. The policy would save about $205.00 a month and a vote of the employees was taken with the majority in favor of the change in health benefits coverage. The health benefits coverage from SDRMA provides all coverage in one policy with the addition of vision coverage at a lower cost. Director Monahan moved to approve Resolution No. 2009 -767. Director Ooten seconded the motion and discussion was held. Director Ferryman questioned if a Director could be enrolled in the plan and Ms. Kallab stated the Directors are eligible to participate. Ms. Kallab will investigate the cost to Directors for the coverage and advise the Directors of any cost involved. Motion to approve Resolution No. 2009- 767, authorizing ancillary health benefits coverages and related approvals and authorization, was approved by a 5 -0 vote. V. Approve Contract with BHI Management Consulting for Executive Search for a General Manager. President Schafer reported this item will be approved after the Closed Session VI. Strategic Planning Workshop President Schafer re- introduced Brent Ives and turned the meeting over to Mr. Ives. Mr. Ives advised a lot of the input is slightly dated since the original interviews with Board and Staff that took place in February 2009, and many changes at the District have occurred since that time. The process today is to consider and develop the foundational statements for strategy: Mission, Vision and Core Values. Mr. Ives stated time will be spent in the closed session developing a candidate profile for the general manager position. After the new general manager is in place in mid- . November, hopefully, the Board and Staff will meet again in January 2010 to implement the strategy. Staff will then meet and develop a strategic plan by February or March and the District will have a strategic plan in place prior to the 2010 -2011 budget process. P" • Minutes of Special Meeting Page 3 July 13, 2009 The workshop allows the Board to set a foundational structure and review strengths and weakness by addressing Mission, Vision and Core Values. Mr. Ives noted in closed session time will be spent developing a candidate profile for the general manager with that person being the focal point of the District. Mr. Ives stated Mission, Vision and Values are the outcome the Board desires and the Staff's job is to accomplish the goals with generalized direction from the Board. The desire is to have an integrated two -year plan with five -year goals. Discussion was held on micromanagement. Mr. Ives noted a line must be drawn so one Director does not require an inordinate amount of time by Staff and if this occurs, the item needs to be agendized. Mr. Ives went over the strengths and weaknesses of the District, as determined at meetings with Directors and Staff in February 2009. Discussion was held on the District's mission statement. Mr. Ives stated a true mission statement is a succinct statement of Why an organization exists — its' purpose. Mr. Ives provided mission statements from many special districts. A suggested • change to the current CMSD mission statement is adding "and the environment" so it reads "Protecting our community's health and the environment by providing solid waste and sewer collection services." A five -year vision for the CMSD was discussed and the following emerged: • Fair and appropriate sewer and trash rate structure • Extending the life expectancy of our infrastructure • Continue and support proactive spill mitigation & other requirements of the WDR • A strong and stable organization • Leading the way in diverting trash from landfill • Maintain a respected image in the community (PR) • Continue to provide public education • Update technologies as appropriate • Evaluate service area expansion opportunities as they emerge A break from the workshop was taken at 10:10 a.m. and the workshop continued at 10:25 a.m. VII. Approve Contract with BHI Management Consulting for Executive Search for a General Manager • Director Ooten moved to approve a basic recruiting contract with BHI Management Consulting to recruit a General Manager for the CMSD. The motion was seconded by Director Perry. Motion carried 5 -0. 3 Minutes of Special Meeting July 13, 2009 • VIII. Public Comments There were no public comments as no public was present. Page 4 The meeting adjourned to closed session at 10:35 a.m. to consider the following: IX. Closed Session to Develop Candidate Profile for General Manager Pursuant to Government Code §54957 X. Closed Session to Evaluate the Interim District Manager Pursuant to Government Code §54957 The meeting adjourned from closed session at 12:00 p.m. The Board reconvened into open session at 12:00 p.m. and noted that with respect to "IX" above, the President reported that additional direction had been given on developing a candidate profile. With respect to "X ", the President reported the Interim District Manager was given feedback on his job performance. President Schafer adjourned the meeting at 12:10 p.m. • LA- Secret9'.ry • 12