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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
MAY 12, 2015 ,
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in study session on May
12, 2015 at 9:30 A.M. at 628 W. 19th Street,
Costa Mesa.
ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert
Ooten, Arlene Schafer, James Ferryman
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Robin
Hamers, District Engineer; Wendy Davis,
Finance Manager; Noelani Middenway,
District Clerk; Javier Ochiqui, Management
Analyst; Elizabeth Pham, Management
Assistant; Denise. Martinez, Interim
Administrative Services Manager
OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones,
CR&R; Mike Carey, OCC; An Tran, OCWR;
PUBLIC COMMENT — President Scheafer opened public comments. Seeing no one, he
closed public comments.
ITEMS OF STUDY
1. Recycling & Waste Diversion Reports—April 2015
Recommendation: That the Board of Directors receive and file the report.
Javier Ochiqui, Management Analyst, provided report details. There were no
questions or comments and the report was received.
2. Code Enforcement Officer Report—April 2015
Recommendation: That the Board of Directors receive and file the report.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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Ed Roberts, Code Enforcement Officer, provided report details and discussed
scavenging activity.
Vice President Perry questioned if offenders names should be listed as part of the
public record.
Mr. Roberts indicated that he would research that further.
President Scheafer indicated that the Board would expect that Mr. Roberts to keep
a list of names to identify repeat offenders and directed Mr. Ochiqui to consult
District counsel on the legality of listing offender's names in the report.
Discussion followed regarding enforcement of scavenging.
There were no additional questions or comments and the report was received.
3. Amendment to Waste Disposal Agreement
Recommendation: That the Board of Directors direct staff to bring this item
back to the May 28, 2015 Board of Directors regular meeting for approval
consideration.
Elizabeth Pham, Management Assistant, provided details of the amendment to the
2009 Waste Disposal Agreement (WDA) that would allow for continued solid waste
importation at the County landfills, allocation of future importation revenues and an
extension of terms of the WDA through June 30, 2025. Ms. Pham noted that the
District would receive a 1.48% allocation which is approximately $80,000 annually.
General Manager Carroll noted that the District would receive revenues beginning
in September 2016.
An Pham, Orange County Waste & Recycling (OCWR), discussed a projected
tonnage shortfall of 24 percent and noted that OCWR is looking at option to not
raise landfill rates or reduce service.
The Board of Directors directed staff to bring the item back to the regular Board
meeting of May 25, 2015 for consideration.
4. OCC Recycling Center Expansion Update— Oral Report
Recommendation: That the Board of Directors receive an oral report from
Mike Carey.
Mike Carey, Orange Coast College (OCC), reported a delay in the OCC Recycling
Center Expansion. He indicated that a public meeting would be held on May 21,
2015 to discuss proposed student housing and the construction of a student center,
and noted that the California Environment Quality Act (CEQA) and Environmental
Impact Report (EIR) documents will be made available in early June, presented to
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 12, 2015
OCC's Board in August, and construction anticipated to begin in December with a
completion date approximately 12 to 16 months after the beginning of construction.
5. Job & Salary Survey Findings & Recommendations
Recommendation: That the Board of Directors accept the reports from Koff
& Associates and provide direction to staff for the FY 2015-16 & 2016-17
Budget.
Georg Krammer, Koff & Associates, presented details of the classification and
compensation study draft final report for the District. He discussed the process,
methodology, and outcome of the study. Mr. Krammer provided recommendations
of six title changes to more clearly reflect the level and scopes of work performed
and establish consistency with the labor market and industry standards. He also
recommended four reclassifications of positions working out of class due to level
and scope of work currently being performed, which includes the following:
• Administrative Assistant I to Management Analyst I
• Management Analyst to Senior Management Analyst
• Management Assistant to Management Analyst II
• Sewer Maintenance Supervisor to Wastewater Maintenance Superintendent
Director Ooten suggested using the term collections instead of wastewater.
Discussion followed regarding the change of the term from sewer to wastewater.
Mr. Kramer indicated that the District's base salary market results are 3.4% above
market and total compensation (salaries & benefits) results are 5.8% below market.
He further discussed benefit findings of the comparator agencies, compensation
structure and strategy development. Mr. Kramer recommended eliminating the
District's existing "seven step" compensation structure and implement a range
structure that has a minimum, midpoint, and maximum salary range.
Discussion followed regarding the compensation structure and the addition of 15
percent to the District's cafeteria plan that pays for healthcare coverage.
Mr. Kramer distributed information to the Board of Directors on the Board
compensation for surrounding agencies. Denise Martinez, Interim Administrative
Services Manager, provided details of the findings.
General Manager Carroll requested direction from the Board to allow the
recommended changes to be included in the budget.
Discussion followed regarding transition from sewer to wastewater.
The Board of Directors directed staff to change the term sewer to wastewater.
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General Manager Carroll requested direction on the reclassification of the four
recommended positions.
Vice President Perry expressed concern regarding having open salary ranges and
indicated that he preferred having a step process.
The Board of Directors directed staff to reclassify the four recommended positions.
Discussion followed regarding the District's pay for performance system.
The majority of the Board of Directors directed staff to approve using the open
salary range, with Vice President Perry opposed.
General Manager Carroll requested direction regarding adjusting the salary range
for the identified positions who are below the market range.
Discussion followed.
The Board of Directors directed staff to move forward with adjusting the salary
ranges.
General Manager Carroll requested direction regarding increasing the cafeteria
plan by 15%, which is equivalent to a total amount of$32,000.
Vice President Perry expressed concern regarding "Cadillac Tax".
Discussion followed and Vice President Perry requested that staff provide
information on the "Cadillac Tax" at an upcoming meeting.
The Board of Directors directed staff to move forward with the recommended 15%
increase to the cafeteria plan.
General Manager Carroll requested direction regarding adjusting the Board of
Directors compensation.
Discussion followed.
Director Ferryman suggested changing the per meeting compensation rate to
$290; President Scheafer suggested $295; Secretary Ooten suggested staying at
the current rate of$221.
The Board of Directors concurred to direct staff to change the Board of Directors
per meeting compensation rate from $221 to $295.
General Manager Carroll noted that the Consumer Price Index (CPI)for 2015 is 0.1
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percent and requested direction from the Board of Directors on whether or not to
approve incorporating the CPI into the budget.
The Board of Directors directed staff to add the 0.1 CPI to the budget.
President Scheafer recessed the meeting at 11:00 A.M. and reconvened at 11:06
A.M.
6. Trash Carts Stored in Alleys - Update
Recommendation: That the Board of Directors receive and file the report.
This item was continued.
7. Alkaline Battery Recycling Program — Final Results
Recommendation: That the Board of Directors receive and file the report.
General Manager Carroll indicated that the check presentations are being
scheduled with the schools and dates will be circulated to the Board.
8. OC Waste & Recycling Coordinator's Meeting — Update
Recommendation: That the Board of Directors oppose AB 45 (Mullin) and
direct staff to formally oppose this bill with State legislators.
President Scheafer expressed opposition of AB 45.
General Manager Carroll noted that the formal letter of opposition will be signed
and personally discussed with the representatives in Sacramento during California
Special Districts Association (CSDA) Legislative Days.
Ms. Pham provided details of AB 45 which would mandate implementing a door to
door house hold hazardous waste collection program for all residents.
9. Organics Ad Hoc Committee Update— Oral Report
Recommendation: That the Board of Directors receive an oral report from
Secretary Ooten.
This item was continued.
10.Project #101 Westside Pump Station Abandonment Design and Engineering
Phase— Oral Report
Recommendation: That the Board of Directors consider options for the
design and engineering phase of Project #101 - Westside Pump Station
Abandonment.
President Scheafer moved this item to be discussed after item 5.
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General Manager Carroll provided an update and noted that the City of Newport Beach
would consider the agreement at its City Council meeting of May 26, 2015 and upon
approval Orange County Sanitation District (OCSD) will present the agreement to its
Board for approval.
Robin Hamers, District Engineer, indicated that OCSD is anticipated to begin project
design on January 31, 2016. Mr. Hamers provided a breakdown of the $500,000
contract noting that $200,000 would cover the engineering portion, $200,000 toward
consultants, and $100,000 for processing. He provided details on how OCSD will not
award the design phase to the same engineer who performed the preliminary
engineering. Mr. Hamers emphasized that CMSD needs to begin final engineering by
January 1, 2016 to be ahead of OCSD. He discussed the challenge of micro tunneling
under Canyon Drive.
Director Ferryman suggested that Mr. Hamers provide a proposal to oversee the
contract and a separate proposal to perform the entire project.
General Manager Carroll suggested that it would be appropriate for Mr. Hamers to be
the project administrator and have him prepare and solicit proposals for design and
engineering services. Mr. Hamers firm will not submit a proposal for design and
engineering services
Assistant Secretary Schafer exited the meeting at 11:21 A.M.
Secretary Ooten expressed concern regarding the micro tunneling and indicated that he
preferred that Mr. Hamers provide the project management.
General Manager Carroll suggested that District Engineer Hamers submit a proposal to
be the project manager
Discussion followed regarding bidding and prequalification procedures.
General Manager Carroll requested direction from the Board on how to proceed.
The Board of Directors directed District Engineer Hamers to submit a proposal to be the
project administrator for design and engineering services with the recommendation on
how to proceed.
Wendy Davis, Finance Manager, suggested bringing District Engineer Hamers proposal
to the Board for approval at its next regular meeting as the funds have been budgeted
for the project and the project could begin right away.
•
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General Manager Carroll suggested receiving request for qualifications (RFQ) to
determine which firms are qualified, then have District Engineer Hamers administer the
request for proposal (RFP) to the qualified firms, evaluate the proposals and provide a
recommendation to the Board for approval, and then begin final engineering by January
1, 2016.
11.Future Study Session Items
Recommendation: That the Board of Directors provide staff with direction
on items to be placed on future study session agendas.
President Scheafer requested a calendar of events for the District, and a list of required
trainings for the Board of Directors.
ORAL COMMUNICATIONS
President Scheafer requested clarification on the appropriate time for the public to
speak on agenda items during a study session as other agencies only allow for public
comment at the beginning of the meeting.
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 11:45 A.M.
Robert Ooten Michael Scheafe
Secretary President