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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 20, 2014
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
November 20, 2014 at 5:30P.M. at 628 W.
19" 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 Schaefer, Robert
Dolan, Arthur Perry, Arlene Schafer
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Alan Burns,
District Counsel; Robin Hamers, District
Engineer; Wendy Davis, Finance Manager;
Marc Davis, District Treasurer, Javier
Ochiqui, Management Analyst
OTHERS PRESENT: Lawrence Jones, 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.
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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CALENDAR
1. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of October 13, 2014 Minutes of October 13, 2014, was
approved as presented.
2. Board of Directors Study Session The Board of Directors Study Session
Meeting Minutes of October 14, Meeting Minutes of October 14, 2014, was
2014 approved as presented.
3. Board of Directors Regular Meeting The Board of Directors Regular Meeting
Minutes of October 23, 2014 Minutes of October 23, 2014, was
approved as presented.
4. Occupancy report and payment to The occupancy report and payment to
CR &R Environmental Services CR &R Environmental Services for the
month of October 2014 in the amount of
$192,730.67 was approved as presented.
5. 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 October 2014.
6. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2015 -05 Approving of Warrant Resolution No. CMSD 2015 -05
District Warrant Registers Approving District Warrant Registers for
the month of October 2014 in the amount
of $834,995.26.
7. Directors' Compensation and This item was pulled from the agenda by
Reimbursement of Expenses Vice President Scheafer for further
discussion.
8. Sewer Lateral Assistance Program The Board of Directors approved the SLAP
(SLAP) Update report as presented.
9. Investment Report The Board of Directors approved the
Investment Report for the month of
October 2014 as presented.
10.Fiscal Year 2013 -14 Annual The Board of Directors approved the
Compliance Report for report as presented.
Requirements of Government Code
Section 66013 for Capacity
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD NOVEMBER 20,2014
Charges
11. Annual Report of Expenses —Fiscal The Board of Directors approved the
Year2013 -14 report as presented.
END OF CONSENT CALENDAR
Vice President Scheafer made a motion to approve the consent calendar, with the
exception of Item No. 7. Secretary Perry seconded the motion, which carried
unanimously.
Regarding Item No. 7, Vice President Scheafer noted that he attended one day
workshop, which was held out of the County, prior to receiving Board approval to do so.
He learned from a California Special Districts Association (CSDA) Leadership
Conference that the Board cannot approve reimbursement after the fact, and is
therefore requesting to pull the item from the agenda.
Secretary Perry requested that the meeting attendance policy be discussed at a future
study session meeting.
Vice President Schaefer made a motion to approve Item No. 7, with the deletion of page
7. Director Schafer seconded the motion, which carried unanimously.
PUBLIC HEARINGS - None
GENERAL MANAGER'S REPORTS
12. November 4, 2014 Election Results
Recommendation: That the Board of Directors receives and files the report.
Scott Carroll, General Manager, provided an overview of the unofficial results of the
elections and congratulated Vice President Mike Scheafer, Assistant Secretary
Robert Coten, and Director Arlene Schafer on their re- election.
President Ferryman congratulated the re- elected incumbents.
There were no additional questions or comments and the report was received.
13.
Recommendation: That the Board of Directors approves the application for
CMSD's Contribution Program and the Generator Use Agreement.
COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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General Manager Carroll provided an overview of the criteria for organizations who
wish to use the District's generators and discussed the application process.
Discussion followed regarding generator inspection before and after loaning out the
generator.
Vice President Scheafer requested that the organizations who use the generators
provide a certificate of insurance that lists CMSD as an additional insured when
submitting their application for the program.
Discussion followed regarding insurance endorsements, authorizing the General
Manager to make decisions regarding the application process, and providing a list
of auxiliary equipment are required to operate the generators.
Secretary Perry made a motion to approve the item. Vice President Schaefer
seconded the motion, which carried unanimously.
14. Technoloav Resource Center, Inc. — Sixth Amendment to Agreement
Recommendation: That the Board of Directors approves the following:
1. The Sixth Amendment to the Agreement with Technology Resources
Center, Inc.;
2. Direct staff to solicit bids for IT services for FY 2015 -16.
Javier Ochiqui, Management Analyst, provided details of the report and noted that
IT services is budgeted for $35,000 and should not exceed $33,000.
Assistant Secretary Ooten made a motion to approve the item. Director Schafer
seconded the motion, which carried unanimously.
15. Holiday Hours and Closures
Recommendation: That the Board of Directors approves the proposed
holiday hours and closures.
General Manager Carroll noted that traditionally the District offices close at noon the
day before Thanksgiving and will continue that schedule this year. He noted that
staff has requested to close on Christmas Eve and New Years Eve, with staff
taking those days off as vacation time for those days.
Discussion followed regarding the possibility of closing on the day after Christmas
and New Year's, which fall on a Friday.
Assistant Secretary made a motion to approve the proposed holiday office hours to
be closed on Christmas Eve, the day after Christmas, New Year's Eve, and the day
after New Year's. Director Schafer seconded the motion, which carried
unanimously.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD NOVEMBER 20, 2014
16. Reschedule December Study Session
Recommendation: That the Board of Directors approves rescheduling the
December Study Session to December 9, 2014.
General Manager Carroll noted that the Study Session and regular Board meeting
would fall during the same week as the board meeting has been scheduled a week
prior due to the Christmas holiday, and suggested that the Study Session be moved
to Tuesday, December 9.
Discussion followed regarding schedule conflicts for December 9.
Assistant Secretary Ooten suggested that items be carried forward from cancelled
study sessions to the regular board meeting for discussion.
Director Schafer made a motion to reschedule the Study Session for Monday,
December 8 at 9:30 A.M. Vice President Scheafer seconded the motion, which
carried unanimously.
ENGINEER'S REPORTS
17. 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.
18. Results of Ductile Iron Pipe (DIP) Analysis
Recommendation: That the Board of Directors directs the General Manager
to budget $422,500 in the FY 2015 -16 Capital Improvement Project budget
for rehabilitation cast iron and ductile iron pipe gravity sections to avoid
problems related to excessive corrosion.
Rob Hamers, District Engineer, provided a report on the ductile iron pipe (DIP)
analysis and noted that there are areas that have been corroded. He indicated that
staff has developed a rehabilitation plan for the full length section and noted that the
problem would need to be addressed in order to camera the line. Mr. Hamers
requested that the Board consider the recommendation to include the capital project
in the next CIP that will rehabilitate the full length of the ductile iron pipe gravity
sections.
Assistant Secretary Ooten inquired if the chain flail areas should be included in the
project. Mr. Hamers indicated that it is not necessary at this time as they are not
corroded.
COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD NOVEMBER 20, 2014
Vice President Schaefer expressed concern regarding the corroded pipes becoming
an issue during the Christmas holiday. Mr. Hamers indicated that there is no cause
for concern at the moment.
Director Schafer made a motion to approve the item as presented. Secretary Perry
seconded the motion, which carried unanimously.
TREASURER'S REPORTS - None
ATTORNEY'S REPORTS - None
LOCAL MEETINGS
A. Orange County Sanitation District (OCSD) — (President Ferryman)
Recommendation: That the Board of Directors accepts oral report.
President Ferryman reported on his attendance of the OCSD board meeting, discussed
a salary increase of the OCSD General Manager and indicated that there was a closed
session.
Assistant Secretary Ooten reported on his attendance of the Operations Committee
meeting and discussed the OCSD work plan.
B. Santa Ana River Flood Protection AgencV (SARFPAI — (Secretary Perry)
Recommendation: That the Board of Directors accepts oral report.
Secretary Perry reported on his attendance of the SARFPA meeting and
announced the ribbon cutting ceremony at the Green River Golf Course for the
completion of the Santa Ana River Interceptor (SARI) Relocation Project.
C. Independent Special Districts of Orange County (ISDOC I — (Vice President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Vice President Schaefer noted that there was no ISDOC Executive Committee
meeting in November as it fell on Election Day and noted that as a result of the
elections, there is now a vacancy on the ISDOC committee.
D. California Special Districts Association (CSDA) - (Director Schafer)
Recommendation: That the Board of Directors accepts oral report.
Nothing to report at this time.
E. Special District Risk Management Authority (SDRMA) — (Vice President
Schaefer)
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Recommendation: That the Board of Directors accepts oral report.
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 Water Advisory Committee of
Orange County (WACO) meeting, CMSD Board and study session, ISDOC meeting,
and committee for the Orange County fairgrounds.
Assistant Secretary Ooten discussed his attendance of the WACO meeting and
discussed health care costs.
Vice President Scheafer suggested that General Manager Carroll obtain information
from SDRMA regarding health care rates.
Discussion followed regarding the District's health savings plan.
Vice President Schaefer reported on his attendance of the Solid Waste Forum in
Pomona and felt that it was highly informational. He indicated that he would like to
attend the conference again next year.
Secretary Perry suggested sending a representative to the SWANA conference in New
Orleans. He also inquired about the December 12 Liaison Committee meeting as the
WACO meeting is held on the same date and time.
Assistant Secretary Ooten discussed the pump station abandonment project.
OLD BUSINESS - None
ADJOURN TO CLOSED SESSION
President Ferryman adjourned to closed session at 6:45 P.M.
19. Discuss litigation with legal counsel pursuant to Government Code Section
54956.9:
(a) In regards to existing /anticipated entitled Costa Mesa Sanitary
District — Santa Ana Regional Water Quality Control Board Complaint No.
R8- 2014 -0017.
(b) Anticipated litigation — significant exposure to litigation pursuant to
Government Code 5456.9(d)(2), (e)(1) [Number of potential cases: 1]
COSTA MESA SANITARY DISTRICT PAGE S
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD NOVEMBER 20,2014
RECONVENE TO OPEN SESSION
President Ferryman reconvened to open session at 7:02 P.M. and reported that the
Board took no action and there was nothing to report.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS - None
ADJOURNMENT
There being no further business
adjourned the meeting at 7:02 P.M.
Art Perry
Secretary
to come before the Board, President Ferryman
w4t-
Jaobs Ferryman
Prb6ident