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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MARCH 26, 2015
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
March 26, 2015 at 5:30P.M. at 628 W. 19th
Street, Costa Mesa.
PLEDGE OF President Scheafer led the Pledge of
ALLEGIANCE Allegiance.
INVOCATION Vice President Perry led the Invocation.
ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert
Ooten, Arlene Schafer, James Ferryman
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Alan Burns,
District Counsel; Robin Hamers, District
Engineer; Wendy Davis, Finance Manager;
Jacque Rogers, Assistant to the District
Treasurer; Javier Ochiqui, Management
Analyst; Noelani Middenway, District Clerk
OTHERS PRESENT: Lawrence Jones, CR&R; Bradley Zint, Daily
Pilot; Kevin Nelson, Former Resident; Jay
Humphrey, Resident; Erik Meister, Resident;
Cindy Black, Resident
CEREMONIAL MATTERS AND PRESENTATIONS — The Board of Directors recognized
Maintenance Supervisor, Steve Cano, for being awarded Supervisor of the Year from
the Santa Ana River Basin Section (SARBS) of the California Water Environment
Association (CWEA).
ANNOUNCEMENT OF LATE COMMUNICATIONS - General Manager Carroll indicated he
received late communications from Mr. Jim Mosher and provided a copy of Mr.
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Mosher's email along with Mr. Carroll's response to the Board.
PUBLIC COMMENTS - President Scheafer invited members of the public to address the
Board. Seeing none, he closed public comments.
CONSENT CALENDAR
1. Board of Directors Study Session The Board of Directors Study Session
Meeting Minutes of February 10, Meeting Minutes of February 10, 2015 was
2015 approved as presented.
2. Board of Directors Regular Meeting The Board of Directors Regular Meeting
Minutes of February 26, 2015. Minutes of February 26, 2015, was
approved as presented.
3. Occupancy report and payment to The occupancy report and payment to
CR&R Environmental Services CR&R Environmental Services for the
month of February 2015 in the amount of
$194,1012.10 was approved as presented.
4. 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 February 2015.
5. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2015-09 Approving of Warrant Resolution No. CMSD 2015-09
District Warrant Registers Approving District Warrant Registers for
the month of February 2015 in the amount
of$734,344.43.
6. Directors' Compensation and This item was pulled for discussion.
Reimbursement of Expenses
7. Sewer Lateral Assistance Program The Board of Directors approved the SLAP
(SLAP) Update report as presented.
8. Investment Report The Board of Directors approved the
investment report for the month of
February 2015 as presented.
9. Adoption of Resolution No. 2015- The Board of Directors adopted Resolution
859 Ordering that Publication of No. 2015-859 as presented.
Ordinance No. 104 has occurred
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END OF CONSENT CALENDAR
Assistant Secretary Schafer made a motion to approve the consent calendar as
presented with the exception of Item 6. Vice President Perry seconded the motion,
which carried unanimously.
Regarding Item 6, General Manager Carroll indicated that Secretary Ooten's expense
reimbursement report was inadvertently not scanned into the agenda packet at the time
of posting and that a copy of the missing page was made available to the public.
Assistant Secretary Schafer made a motion to approve Item 6. Vice President Perry
seconded the motion, which carried unanimously.
PUBLIC HEARINGS- None
GENERAL MANAGER'S REPORTS
10. Cooperative Agreement with Orange County Sanitation District and City of
Newport Beach for the Construction of the Southwest Costa Mesa Trunk
Sewer Project OCSD Project Number 6-19 CMSD Project Number 101
Recommendation: That the Board of Directors approves the Cooperative
Agreement and authorizes the General Manager to sign said Agreement.
General Manager Carroll introduced the item and noted that the proposed contract
identifies the responsibilities of all parties involved. Mr. Carroll indicated that he had
received written public comments opposing the project and addressed concerns of the
project lasting two years. He clarified that the entire project would take two years and
that no particular area would be impacted for the entire two year timeframe and that the
project may cause a temporary inconvenience in the neighborhood for possibly two to
three weeks. Mr. Carroll suggested holding town hall meetings to further discuss the
construction impacts of the project.
Robin Hamers, District Engineer, discussed the current frequency of staff maintaining
the pump station and the overall reduction of future maintenance being reduced to zero
once the pump stations are abandoned.
Discussion followed regarding the abandonment of the President pump station and the
alleviation of the risk of overflow.
President Scheafer opened public comments.
There were four public speakers who spoke in opposition of the project addressing
concerns of disruption to the environment and the neighborhoods where construction
would take place.
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District Engineer Hamers addressed the current maintenance of West Bluff pump
station and provided details of how the abandonment of the pump station would improve
the neighborhood.
Discussion followed regarding the difference in cost for alternative methods of project
construction.
President Scheafer noted that the proposed project is not to enhance a future
development.
District Engineer Hamers concurred with President Scheafer and noted that the
abandonment of the pump stations is to avoid future extensive sewer system
maintenance.
Discussion followed regarding impacts of pump station failure and the District's mission
to protect the community and the environment from sewer overflows.
Secretary Ooten recommended holding town hall meetings to educate the public on the
impacts of the project.
Director Ferryman made a motion to approve the item. Vice President Perry seconded
the motion, which carried unanimously.
11. Shared Service Program with Orange County Sanitation District (OCSD) —
Human Resources & Risk Management
Recommendation: That the Board of Directors approves the Agreement and
authorizes the General Manager to sign said Agreement.
General Manager Carroll indicated that the proposed contract is an extension of the
existing agreement to end on June 30.
Secretary Ooten made a motion to approve the item. Assistant Secretary Schafer
seconded the motion.
Vice President Perry questioned if someone would be in place to assume the duties
upon the end of the agreement. General Manager Carroll confirmed that a staff member
has been mentoring under the Interim Administrative Services Manager and the
purpose for the contract extension request is to allow for staff to transition into the
position upon the end of the contract.
There were no additional questions or comments and the motion carried unanimously.
12. Close Capital Improvement Projects and Appropriate and Transfer Funds
Recommendation: That the Board of Directors approves closing capital
improvement projects that are complete and appropriate and transfer funds
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to existing capital improvement projects.
Wendy Davis, Finance Manager, requested that the Board of Directors close
approximately five capital improvement projects and reallocation of the money be
transferred to four other projects, $100,000 in the construction fund be transferred to the
sewer fund and appropriated for use for Project #101 West Side Pump Station
Abandonment.
Secretary Ooten made a motion to approve the recommendation. Vice President Perry
seconded the motion, which carried unanimously.
13. City of Costa Mesa Invoice for Raised Manholes
Recommendation: That the Board of Directors approves paying the City of
Costa Mesa $168,211 for raising 446 manholes from 2011 through 2013.
General Manager Carroll provided details of the invoice from the City for raising 446
manholes, noted that he had spoken with city staff regarding the issue and
recommended paying the city $168,211.
Director Ferryman made a motion to approve the recommendation. Secretary
Ooten seconded the motion, which carried unanimously.
14. CMSD Contribution Program
Recommendation: That the Board of Directors consider approving the
attached applications from the Costa Mesa Newport Lions Club and the
Estancia & TeWinkle Schools Foundation.
General Manager Carroll discussed the receipt of an application from the Costa
Mesa Newport Lions Club requesting use of three portable generators for its annual
fish fry in exchange for the District to have a booth at the event to conduct public
outreach, as well as providing recycling containers for the event. Mr. Carroll also
discussed the receipt of an application from the Estancia & TeWinkle Schools
Foundation requesting sponsorship for its annual gala, however the event date
would not allow sufficient time for the District to be included in its program and
advertising.
Assistant Secretary made a motion to approve the loaning of portable generators to
the Costa Mesa Newport Lions Club for its annual fish fry. Secretary Ooten
seconded the motion, which carried unanimously.
15. Salary Survey Comparator Agencies
Recommendation: That the Board of Directors receive and file the report.
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General Manager Carroll provided details of the salary survey comparator agencies
and noted that all comparator agencies were within Orange County and were a mix
of six special districts and six cities.
Discussion followed regarding the criteria of how the comparator agencies were
selected.
General Manager Carroll noted that the class and compensation study should be
completed by the beginning of May 2015.
The report was received and filed.
16. Approve Purchase Order with VacAll to Manufacture and Purchase One 6-
Cubic Yard Combination Sewer Cleaning Truck
Recommendation: That the Board of Directors:
1. Approve the Purchase Order with VacAll to manufacture and
purchase one 6-cubic yard combination sewer cleaning truck for
$329,618.22; and
2. Approve appropriating $330,000 from the Liquid Waste Retained
Earning to the Capital Outlay Fund.
General Manager Carroll provided details on how VacAll was selected for the
recommended approval of a purchase order to manufacture and purchase one 6-
cubic yard combination sewer cleaning truck and noted that the District
piggybacked on the National Joint Powers Alliance bidding process.
Discussion followed regarding the recruitment of the two maintenance workers and
the timeline for payment of the sewer cleaning truck.
Assistant Secretary Schafer made a motion to approve the recommendation.
Secretary Ooten seconded the motion, which carried unanimously.
ENGINEER'S REPORTS
17. Project Status Report
Recommendation: That the Board of Directors receive and file the report.
Secretary Ooten requested to remove the closed capital improvement projects from
the project status report.
TREASURER'S REPORTS - None
ATTORNEY'S REPORTS - None
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LOCAL MEETINGS
A. Orange County Sanitation District (OCSD) — (Director Ferryman)
Recommendation: That the Board of Directors accepts oral report.
Director Ferryman reported that OCSD received a distinguished budget
presentation award from the Government Finance Officers Association and
discussed the hydrogen fueling station.
B. Santa Ana River Flood Protection Agency (SARFPA) — (Vice President
Perry) Recommendation: That the Board of Directors accepts oral report.
Vice President Perry reported on a presentation from the Santa Ana River
Protection Agency regarding upcoming projects and discussed the Westminster
watershed study.
Director Ferryman reported on his tour of the Seven Oaks dam.
C. Independent Special Districts of Orange County (ISDOC) — (President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
President Scheafer reported on CSDA elections, strategic plan meetings, municipal
service reviews, and his participation on an Ad Hoc committee to develop bylaw
changes.
D. California Special Districts Association (CSDA) - (Assistant Secretary Schafer)
Recommendation: That the Board of Directors accepts oral report.
E. Special District Risk Management Authority (SDRMA) — (President Scheafer)
Recommendation: That the Board of Directors accepts oral report.
President Scheafer reported on his attendance with General Manager Carroll of the
Risk Management Days in Sacramento.
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.
Secretary Ooten reported on his attendance of the Water Advisory Committee of
Orange County (WACO) meeting, OCSD Operations Committee meeting, and Organics
Committee meeting.
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Assistant Secretary Schafer reported on her attendance of the WACO, Local Agency
Formation Commission (LAFCO), and ISDOC meetings and noted that she has been
appointed to the City of Costa Mesa Special Olympics World Games Committee and
indicated that she would like to provide District promotional items in the giveaway bags.
OLD BUSINESS- None
NEW BUSINESS
18. General Manager 2015 Performance Goals
Recommendation: That the Board of Directors approves the General
Manager's 2015 Performance Goals.
President Scheafer reported that he met with General Manager Carroll and, with the
input the Board provided, developed goals with quantifiable deadlines and indicated that
he would meet with Mr. Carroll on a quarterly basis for a goal status update.
Discussion followed regarding goal completion timeline for CCTVing the entire sewer
line, and ensuring funds to achieve the identified goals.
Secretary Ooten suggested developing criteria for the new District headquarters.
District Engineer Hamers suggested a change in the language of goal number seven to
complete plans for CCTVing.
Assistant Secretary Schafer made a motion to approve the recommendation. Director
Ferryman seconded the motion, which carried unanimously.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
President Scheafer adjourned the regular meeting and convened the special meeting
regarding the acquisition of real property located at 1650 Adams Avenue, Costa Mesa
and at 1007 Brioso Drive, Costa Mesa at 6:58 P.M.
President Scheafer adjourned the special meeting and reconvened to open session at
7:20 P.M.
ADJOURN To CLOSED SESSION - President Scheafer adjourned to closed session at 7:20
P.M.
19. Public Employee Performance Evaluation (Gov. Code §54957) - Title: General
Manager
Conference with Labor Negotiator (Gov. Code §54957.6)
Agency Negotiator: President Scheafer
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Unrepresented Employee: General Manager
All others exited the meeting with the exception of the Board of Directors and District
Counsel Burns.
RECONVENE TO OPEN SESSION - President Scheafer reconvened to open session at
7:30P.M. and reported out that the Board of Directors have directed him to negotiate
with the General Manager.
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 7:30 P.M.
r ,
Robert Ooten M. hael Scheafer
Secretary President