Minutes - Board - 2016-10-18 40
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 18, 2016
A. OPENING ITEMS
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
October 18, 2016 at 4:30 P.M. at 628 W. 19th
Street, Costa Mesa, CA 92627.
PLEDGE OF Vice President Perry led the Pledge of
ALLEGIANCE Allegiance.
INVOCATION Vice President Perry offered 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; Noelani
Middenway, District Clerk; Alan Burns,
District Counsel; Robin Hamers, District
Engineer; Wendy Davis, Finance Manager;
Marc Davis, District Treasurer; Kaitlin Tran,
Senior Accountant; Elizabeth Pham,
Management Analyst II.
OTHERS PRESENT: Lawrence Jones, CR&R; Michael Balliet,
Michael Balliet Consulting; Jim Mosher,
resident.
CEREMONIAL MATTERS AND PRESENTATIONS—NONE
ANNOUNCEMENT OF LATE COMMUNICATIONS—NONE
PUBLIC COMMENTS
President Scheafer opened public comments and invited Jim Mosher, a resident, to
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD OCTOBER 18, 2016
speak.
Mr. Mosher provided comments regarding the current meeting's change of date and
time, as well as the amendment of the meeting agenda.
Vice President Perry requested that Item D5 be postponed to the next regular board
meeting in order to remain compliant with the Brown Act.
Discussion followed regarding the reason for the amendment. •
The Board of Directors postponed Item D5 to the next regular board meeting.
Seeing no one else
wishing to speak, President Scheafer closed public comments.
B. CONSENT CALENDAR
1. Approve Consent Calendar
Recommendation: That the Board of Directors approve the Consent
Calendar as presented.
Motion: To approve the Consent Calendar as presented.
Motion by Jim Ferryman, second by Art Perry.
Final Resolution: Motion Carries 4-0-1 with Arlene Schafer not present for the vote.
Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
President Scheafer pulled Item B9 for discussion.
Mr. Mosher provided comments regarding sewer service refunds as reported in Item B9.
District Counsel, Alan Burns, discussed the District's refund policy as it pertains to Item
B9.
Wendy Davis, Finance Manager, discussed historical examples of District refunds.
There were no further questions or discussion.
C. PUBLIC HEARINGS-NONE
D. GENERAL MANAGER'S REPORTS
1. Strategic Plan Quarterly Progress Report - FY 2016-17 1st Quarter
Recommendation: That the Board of Directors receive and file the report.
Scott Carroll, General Manager, presented the Strategic Plan Quarterly Progress
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD OCTOBER 18, 2016
Report.
Discussion followed regarding labeling Strategic Goal 1.10 as complete.
There were no further questions or discussion and the report was received.
2. Cancelation of November 8, 2016 Study Session Meeting - Oral Report
Recommendation: That the Board of Directors approve cancelling the
November 8, 2016 Study Session Meeting.
Mr. Carroll presented a request from staff to cancel the November 8, 2016 Study
Session Meeting due to its proximity to the District's relocation to its new headquarters.
President Scheafer suggested that the November 1, 2016 Special Meeting be changed
to a Study Session.
The Board of Directors directed staff to cancel the November 8, 2016 Study Session
and change the scheduled November 1, 2016 Special Meeting to a Study Session.
There were no further questions or comments.
3. CR&R Performance Review
Recommendation: That the Board of Directors receive and file the report.
Elizabeth Pham, Management Analyst II, provided an overview of CR&R's Performance
Review.
Discussion followed regarding missed pickups of organics containers and the allotted
budget for CR&R to support District events.
Michael Balliet of Michael Balliet Consulting shared the findings of his audit of CR&R's
contract with the District. He noted that CR&R was found to be in compliance with all
audited areas.
Discussion followed regarding other jurisdictions' net to hauler rates within the county.
Mr. Mosher provided a comment regarding his residential trash service with CR&R
through the City of Newport Beach.
Motion: To accept CR&R's Performance Review as presented.
Motion by Art Perry, second by Jim Ferryman.
Final Resolution: Motion Carries 4-0-1 with Arlene Schafer not present for the vote.
Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
There were no further questions or comments.
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4. Carryover Appropriations and Carryover Encumbrances from Fiscal Year
2015-16 to Fiscal Year 2016-17
Recommendation: That the Board of Directors approve the re-appropriation
of funds in the Fiscal Year 2016-17 for the carryover items from the prior
fiscal year as detailed in Attachments A and B, and summarized as follows:
10 Solid Waste Fund Carryover Appropriations $55,000, Encumbrances
$9,950 and 20 Wastewater Fund Carryover Appropriations $4,151,772,
Encumbrances $65,045.
Ms. Davis provided report details.
Motion: To approve the re-appropriation of funds in the Fiscal Year 2016-17 for the
carryover items from the prior fiscal year as detailed in Attachments A and B, and
summarized as follows: 10 Solid Waste Fund Carryover Appropriations of$55,000
and Encumbrances of$9,950 and 20 Wastewater Fund Carryover Appropriations of
$4,151,772 and Encumbrances of$65,045.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 4-0-1 with Arlene Schafer not present for the vote.
Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
There were no further questions or comments.
5. FY 2016-17 Budget Review - First Quarter
This item was pulled and continued to a future meeting.
E. ENGINEER'S REPORTS
1. Proiect Status Report
Recommendation: That the Board of Directors receive and file the report.
Rob Hamers, District Engineer, provided report details and project status updates.
Discussion followed regarding the status and schedule of Project 200-B Harbor Wilson
Force Main Rehabilitation.
Mr. Burns shared that Caltrans accepted the District's settlement demand of$41,293.50
for damaging a sewer pipe at 2285 Newport Boulevard.
There were no further questions or comments and the report was received and filed.
F. TREASURER'S REPORTS-NONE
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G.ATTORNEY'S REPORTS—NONE
H. LOCAL MEETINGS
1234 (Gov. Code 53232.3), a report is required to begiven bya
In accordance with AB p q
Director for any meeting for which expense reimbursement of any kind is provided.
Note: For meetings for which the per diem compensation is sought, the Operations
Code provides that such compensation is authorized for each day's service rendered as
a Director at the request of the Board (not to exceed six days in one month), and
certain meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for it to be
eligible for the per day compensation.
1. Orange County Sanitation District (OCSD) - (Director Ferryman)
Director Ferryman noted that the next OCSD meeting is later in the month. He provided
comments regarding CR&R's Anaerobic Digestion Facility.
President Scheafer noted that he, Secretary Ooten, and Assistant Secretary Schafer
attended the OCSD State of the District Breakfast.
2. Santa Ana River Flood Protection Agency (SARFPA) - (Vice President Perry)
Vice President Perry noted that there was no SARFPA meeting this month.
3. Independent Special Districts of Orange County (ISDOC) - (President Scheafer)
President Scheafer provided an overview of the ISDOC Executive Committee meeting.
Assistant Secretary Schafer entered the meeting at 5:13 P.M.
4. California Special Districts Association (CSDA) - (Assistant Secretary Schafer)
Assistant Secretary Schafer provided an overview of the Annual CSDA Conference.
She also noted that she got re-elected as the Secretary of CSDA's Executive Board.
5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
President Scheafer noted that he attended the SDRMA Safety Breakfast.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55,
Operations Code Section 3.01.030
Vice President Perry noted that the Board of Directors attended the Water Advisory
Committee of Orange County (WACO) meeting.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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I. OLD BUSINESS- NONE
J. NEW BUSINESS- NONE
K. ORAL COMMUNICATIONS AND DIRECTORS COMMENTS
President Scheafer provided a reminder about the State of the District Town Hall
Meeting on October 19, 2016 at 6:00 P.M.
L. CLOSING ITEMS
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting to the November 17, 2016 meeting at 5:34 P.M.
clibtA
Robert Ooten Mi aeI Sch-: -r
Secretary President /