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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 28, 2015
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
May 28, 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;
Marc Davis, District Treasurer; Javier
. Ochiqui, Management Analyst; Noelani
Middenway, District Clerk; Elizabeth Pham,
Management Assistant
OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones,
CR&R; Jim Mosher, Resident; Lisa and
Steven Manfredi; Residents
CEREMONIAL MATTERS AND PRESENTATIONS — President Scheafer Recognized Lisa
Manfredi, Steven Manfredi and Marley Manfredi for their contributions in the organics
recycling demonstration video.
ANNOUNCEMENT OF LATE COMMUNICATIONS — General Manager, Scott Carroll, indicated
that late communication was received from Jim Mosher, resident, suggesting minor
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
changes to the minutes.
PUBLIC COMMENTS—None
CONSENT CALENDAR
1. Board of Directors Study Session The Board of Directors .Study Session
Meeting Minutes of April 14, 2015 Meeting Minutes of April 14, 2015 was
approved as presented.
2. Board of Directors Regular Meeting The Board of Directors Regular Meeting
Minutes of April 23, 2015. Minutes of April 23, 2015, was approved
as presented.
3. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of April 27, 2015. Minutes of April 27, 2015, 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 April , 2015 in the amount of
$194,280.20 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 April 2015.
6. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2015-11 Approving of Warrant Resolution No. CMSD 2015-11
District Warrant Registers Approving District Warrant Registers for
the month of April 2015 in the amount of
$1,072,561.89.
7. Directors' Compensation and The Directors' compensation and
Reimbursement of Expenses reimbursement of expenses for the month
of April 2015 were approved as presented.
8. Sewer Lateral Assistance Program The Board of Directors approved the SLAP
(SLAP) Update report as presented.
9. Investment Report for the Month of The Board of Directors approved the
April 2015 Investment Report for the Month of April
• 2015 as presented.
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
10.Resolution No. 2015-860 The Board of Directors adopted Resolution
Authorizing Submittal of Application No. 2015-860 Authorizing Submittal of
for the Household Hazardous Application for the Household Hazardous
Waste Grant Waste Grant as presented.
END OF CONSENT CALENDAR
Secretary Ooten made a motion to approve the consent calendar as presented.
Assistant Secretary Schafer seconded the motion, which carried unanimously.
PUBLIC HEARINGS - None
GENERAL MANAGER'S REPORTS
11. CMSD Contribution Program — Costa Mesa Foundation
Recommendation: That the Board of Directors accepts the application from
the Costa Mesa Foundation and approve a monetary contribution of$2,500 to
have a District booth every week in July for Concerts in the Park.
Vice President Perry made a motion to approve the recommended
contribution. Assistant Secretary Schafer seconded the motion, which passed
unanimously.
12. CMSD Contribution Program — Estancia High School Football Program
Recommendation: That the Board of Directors accepts the application from
Estancia High School Football Program and approve a.monetary contribution
of $500 for placing a stadium banner about the Organics Recycling Program.
Vice President Perry recused himself from discussion of this item as he is an
employee and coach at Estancia High School and exited the conference
room.
Assistant Secretary Schafer made a motion to approve the recommended
contribution. Director Ferryman seconded the motion, which carried 4-0 by the
following vote:
Ayes: Scheafer, Ooten, Schafer, Ferryman
Noes: None
Abstained: Perry
Absent: None
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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13. 2015-2020 Strategic Plan - Adoption
Recommendation: That the Board of Directors adopts the 2015-2020 Strategic
Plan.
General Manager Carroll presented the final draft of the 2015-2020 Strategic Plan.
Vice President Perry suggested identifying service clubs that the District collaborates
with.
Discussion followed regarding circulating a public satisfaction survey.
Assistant Secretary Schafer made a motion to adopt the 2015-2020 Strategic Plan. Vice
President Perry seconded the motion, which carried unanimously.
14. Resolution No. 2015-861 Approving New Classification Titles for Maintenance
Workers I, II & Ill, Sewer Maintenance Supervisor and Executive Assistant to the
Board
Recommendation: That the Board of Directors adopts Resolution No. 2015-861
approving changing classification titles for the following positions:
Sewer Maintenance Workers I, II & Ill to Wastewater Maintenance
Workers I, II & Ill
- Sewer Maintenance Supervisor to Wastewater Maintenance
Supervisor
- Executive Assistant to the Board to Executive Assistant
General Manager Carroll provided details of the proposed resolution.
Vice President Perry made a motion to adopt Resolution No. 2015-861 as presented.
Assistant Secretary Schafer seconded the motion, which carried unanimously.
15. Resolution No. 2015-862 Approving New Classifications for the Positions of
Management Analyst I and II, Senior Management Analyst and Wastewater
Maintenance Superintendent
Recommendation: That the Board of Directors adopts Resolution No. 2015-862
approving new classifications for the positions of Management Analyst I and II,
Senior Management Analyst and Wastewater Maintenance Superintendent.
General Manager Carroll provided details of the proposed resolution.
Director Ferryman made a motion to adopt Resolution No. 2015-862 as presented. Vice
President Perry seconded the motion, which carried unanimously.
Assistant Secretary Schafer commented that the adoptions of the proposed
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
resolutions are being made after extensive review and discussion during previous
study session meetings.
16. Resolution No. 2015-863 Approving New Salary Schedule for District
Classifications
Recommendation: That the Board of Directors adopts Resolution No. 2015-
863 approving a new salary schedule for District classifications.
General Manager Carroll provided details of the proposed resolution.
Secretary Ooten made a motion to adopt Resolution No. 2015-863 as presented.
Assistant Secretary Schafer seconded the motion.
Vice President Perry requested a copy of an annual salary schedule.
The motion carried unanimously.
Wendy Davis, Finance Manager noted that an annual salary chart will be included
with the budget and posted to the website.
17. Resolution No. 2015-864 Approving the Amendment to Waste Disposal
Agreement
Recommendation: That the Board of Directors adopts Resolution No.
2015-864 approving the Amendment to the Waste Disposal Agreement with
the County of Orange.
General Manager Carroll provided details of the proposed amendment to the Waste
Disposal Agreement (WDA) and noted that approval of the WDA would generate
$80,000 for the District.
Dean Ruffridge, CR&R, commented regarding the cities of Costa Mesa and
Newport Beach's lack of enforcement of utilizing local refuse and temporary
haulers.
Discussion followed regarding the processing of waste in Orange County.facilities.
Public comment was received from Mr. Mosher, resident, who opposed the
encouragement of using landfills to make money.
Elizabeth Pham, Management Assistant, noted that the City of Costa Mesa will
meet with the County on June 2, 2015 and that four cities remain for approving the
WDA amendment.
Vice President Perry made a motion to adopt Resolution No. 2015-864 as
presented. Assistant Secretary Schafer seconded the motion, which carried
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
unanimously.
18. "Benefit Bucket" and the "Cadillac Tax"
Recommendation: That the Board of Directors receive and file this report.
General Manager Carroll noted that the 15 percent increase to the cafeteria plan
will not reach the benchmark to require payment of the Cadillac Tax.
There were no additional questions or comments and the report was received.
19. Rewarding Ideas Program
Recommendation: That the Board of Directors approves rewarding Steve
Cano, Maintenance Supervisor, $100 for protecting equipment and extending
the useful life cycle.
Secretary Ooten made a motion to approve the recommendation as presented.
Director Ferryman seconded the motion, which carried unanimously.
20. Project #194 Pump Station Coating and Manhole Rehabilitation - Contract
Administration and Inspection Services
Recommendation: That the Board of Directors approves awarding contract
administration and inspection services to Robin B. Hamers and Associates,
Inc. for $19,250.
General Manager Carroll noted that Robin B. Hamers & Associates, Inc. has
submitted a proposal for contract administration for Project#194 and requested that
the Board of Directors approve awarding the contract, contingent the Board
approves awarding the construction contract for this project.
Secretary Ooten made a motion to approve the recommendation subject to the
approval of the contract with Sancon Engineering, Inc., Item 23 of the agenda. Vice
President Perry seconded the motion, which carried unanimously.
21. Reschedule September 24, 2015 Board of Directors Meeting
Recommendation: That the Board of Directors considers rescheduling the
September 24, 2015 regular meeting as it conflicts with the CSDA Annual
Conference dates.
The Board of Directors directed staff to reschedule the meeting to September 17,
2015 at 6:00 P.M.
ENGINEER'S REPORTS
22. Project Status Report
Recommendation: That the Board of Directors receive and file the report.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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There were no questions or comments and the report was received.
23. Project #194 Pump Station Coating and Manhole Rehabilitation — Bid
Opening and Award of Contract
Recommendation: That the Board of Directors approves awarding a contract
to the lowest responsive bidder, Sancon Engineering, Inc. of Huntington
Beach, California, in the amount of $241,800 and authorizes the General
Manager to establish a contingency budget in accordance with CMSD
Operations Code Section 4.04.060(e).
District Engineer Hamers provided details of Project#194 noting the need to recoat
three pump stations and rehabilitation of 25 manholes.
Secretary Ooten made a motion to approve the recommendation as presented. Vice
President Perry seconded the motion.
Mr. Hamers noted that Sancon Engineering was the lowest responsible bidder and
only bidder as another bidder had been rejected because of the technology that the
bidder proposed to use. He further discussed recoating technology.
The motion carried unanimously.
TREASURER'S REPORTS- NONE
ATTORNEY'S REPORTS
24. Ordinance No. 105 — Board of Directors Compensation
Recommendation: That the Board of Directors approves adopting Ordinance
No. 105 increasing Board compensation from $221.00 to $295.00 per day,
not to exceed six days in a calendar month, to be effective July 1, 2015.
District Counsel, Alan Burns, pulled this item and requested that it be continued to
the June 25, 2015 regular Board of Directors meeting as the matter requires special
noticing in the newspaper.
Public comment was received from Mr. Mosher regarding Item 20 and expressed
concern regarding the District Engineer being perceived to have created a need for
a job in his public capacity and that the Board of Directors awarded the job in the
District Engineer's private capacity, and suggested review from District Counsel. Mr.
Mosher also commented on Item 24 and expressed concern regarding the Board of
Directors increase of compensation.
President Scheafer requested that the Board compensation comparison chart
information that was presented at the study session be provided to Mr. Mosher.
COSTA MESA SANITARY DISTRICT PAGE 8
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
Assistant Secretary Schafer commented that it had been eight years since the
Board. of Directors received an increase in compensation and the majority of other
agencies are paid up to 10 meetings whereas the CMSD Board of Directors are
paid up to six meetings.
District Counsel Burns responded to Mr. Mosher's comments regarding Item 20 and
noted the Operations Code provisions that provides checks and balances on how
projects are awarded.
Vice President Perry requested that District Counsel respond to Mr. Mosher's
concerns regarding the increase in the Board of Directors compensation.
District Counsel Burns noted that the Board of Directors had not increased its salary
for nine years and that a 5 percent increase is allowable per year.
LOCAL MEETINGS
A. Orange County Sanitation District (OCSD)— (Director Ferryman)
Recommendation: That the Board of Directors accepts oral report.
Director Ferryman reported on his attendance of the OCSD Walk of Honor ceremony
honoring Jim Ruth, Shirley McCrackin, John Nolan, and Tom Woodruff, noted that he
presented a check to Davis Magnet School for their involvement in the Battery
Recycling Program.
Secretary Ooten reported on his attendance of the OCSD Board of Directors meeting
and reported on capital improvement projects.
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 his attendance, with Director Ferryman, of the
SARFPA meeting, discussed the approved budget and construction of the Santa
Ana River Project that is projected to be completed by 2021.
C. Independent Special Districts of Orange County (ISDOC) — (President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
President Scheafer reported on a presentation received from Orange County
Council of Governments (OCCOG) and noted that there will be no increase in
membership dues in 2016 for Local Agency Formation Commission (LAFCO) or
Independent Special Districts of Orange County (ISDOC).
COSTA MESA SANITARY DISTRICT PAGE 9
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
D. California Special Districts Association (CSDA) - (Assistant Secretary
Schafer)
Recommendation: That the Board of Directors accepts oral report.
Assistant Secretary Schafer reported on her attendance of the ISDOC quarterly
meeting and complimented General Manager Carroll on his presentation. She also
reported on her attendance of CSDA Legislative Days with Vice President Perry
and General Manager Carroll.
E. Special District Risk Management Authority(SDRMA) — (President Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Nothing to report at this time.
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.
President Scheafer reported on his attendance of the Organics Recycling Program
Town Hall meeting. Secretary Ooten suggested providing an organics cart and regular
cart to display at the Town Hall meetings.
General Manager Carroll indicated that he gave a presentation about the Organics
Recycling Program at the Costa Mesa Republicans meeting.
Vice President Perry reported on his attendance of the Water Advisory Committee of
Orange County (WACO) meeting.
Assistant Secretary Schafer reported on her attendance of the California Women
Leaders Association event.
OLD BUSINESS—None
NEW BUSINESS
26. General Manager of the Year
Recommendation: That the Board.of Directors approves nominating Scott
Carroll to the California Special Districts Association (CSDA)for General
Manager of the Year.
Assistant Secretary Schafer recommended nomination of General Manager Carroll
for CSDA General Manager of the Year. The Board of Directors supported the
nomination and requested to find out if there is a time restriction to apply for the
nomination since General Manager Carroll had received the award two years prior.
COSTA MESA SANITARY DISTRICT PAGE 10
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MAY 28, 2015
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Ferryman announced the Costa Mesa-Newport Harbor Lions Club Fish Fry will
be held May 29— 31, 2015.
President Scheafer announced the June 2, 2015 Town Hall meeting for the Organics
Recycling Program. He noted that he would confirm his availability to attend the budget
review meeting on June 8, 2015.
ADJOURN To CLOSED SESSION — President Scheafer adjourned to closed session at 7:02
P.M.
16. Discuss litigation with legal counsel pursuant to Government Code Section
54956.9:
(a) In In regards to existing/anticipated litigation 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]
All others exited the meeting with the exception of the Board of Directors, General
Manager Carroll, District Engineer Hamers, and District Counsel Burns.
RECONVENE TO OPEN SESSION
President Scheafer reconvened to open session at 7:30 P.M. and noted that no
reportable action had been taken.
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 7:30 P.M.
C-26(-/eA &41..k4dei
Robert Ooten Michael Sche.fe(
Secretary President