Minutes - Board - 2022-12-19COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 19, 2022
NOTE: THIS HYBRID IN -PERSON AND TELECONFERENCED MEETING WAS CONDUCTED
UTILIZING ELECTRONIC MEANS CONSISTENT WITH STATE OF CALIFORNIA ASSEMBLY BILL
361(GOV. CODE 54953(B)(3)).
Members present
Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public
Information Officer), Gina Terraneo (Management Analyst II), Kaitlin Tran
(Finance Manager), Mark Esquer (District Engineer), Marc Davis (District
Treasurer), Alan Burns (District Counsel)
Others present
Judith Gielow, Citizens Advisory Committee
Paul Kaymark, Nigro & Nigro PC
Sabrina Marquez, CR&R Environmental Services
Meeting called to order at 4:31 P.M.
A. OPENING ITEMS
Procedural: 1. Call to Order — President Ooten
President Ooten called the meeting to order at 4:31 P.M.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Procedural: 2. Pledge of Allegiance - President Ooten
President Ooten led the Pledge of Allegiance.
Procedural: 3. Invocation - Vice President Scheafer
Vice President Scheafer led the Invocation.
Procedural: 4. Roll Call - (If absences occur, consider whether to deem those
absences excused based on facts presented for the absence - such determination
shall be the permission required by law.)
District Clerk & Public Information Officer, Noelani Middenway, conducted
roll call and noted that President Ooten, Vice President Scheafer, Secretary
Schafer, Director Perry, and Director Eckles were present.
Procedural: 5. Announcement of Late Communications - Unless directed otherwise
by the Board of Directors, all actions shall be based on/memorialized by the latest
document submitted as a late communication.
None.
Procedural: 6. Ceremonial Matters and Presentations.
None.
B. PUBLIC COMMENTS
Procedural: 1. Public Comments
President Ooten opened public comments. Hearing none at this time, he
closed public comments.
C. CONSENT CALENDAR
Action (Consent): 1. Approve Consent Calendar
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Recommendation: That the Board of Directors approve the Consent Calendar as
presented.
Action (Consent), Minutes: 2. Approve the Board of Directors Study Session
Minutes of November 8, 2022
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent), Minutes: 3. Approve the Board of Directors Regular Meeting
Minutes of November 28, 2022
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 4. Approve the preparation of a warrant to CR Transfer in the
amount of $201,656.02 for November 2022 recycling and disposal services in
the December 2022 warrant register
Recommendation: That the Board of Directors approves the preparation of a
warrant to CR Transfer in the amount of $201,656.02 for November 2022 recycling
and disposal services to be ratified in the December 2022 warrant register.
Action (Consent): S. Approve the Directors' Compensation and Reimbursement
of Expenses
Recommendation: That the Board of Directors approve the compensation and
reimbursement of expenses as presented.
Action (Consent): 6. Accept the occupancy count as presented as 23,091 and
direct staff to prepare a warrant to CR&R Environmental Services for
$246,004.59 for November 2022 collection
Recommendation: That the Board of Directors accept the occupancy count as
presented using 23,091 as the correct number of active units and direct staff to
prepare a warrant to CR&R Environmental Services for November 2022 collection
based on this occupancy report so long as the contractor fulfills the obligations of
the agreement in the amount of $246,004.59 to be ratified in the December 2022
warrant list.
Action (Consent): 7. Receive and File the November 2022 Organics Tonnage
Report
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Recommendation: That the Board of Directors receive and file this report.
Action (Consent): 8. Receive and File the November 2022 Solid Waste Diversion
Report
Recommendation: That the Board of Directors receive and file this report.
Action (Consent): 9. Receive and File November 2022 Contracts Signed by the
General Manager
Recommendation: That the Board of Directors receive and file this report.
Action (Consent): 10. Approve Payroll Transparency Disclosure for November
2022
Recommendation: That the Board of Directors approve and file the report.
Action (Consent): 11. Adopt Warrant Resolution No. CMSD 2023-06 Approving
District Warrant Registers
Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD
2023-06 approving District warrants for the month of November in the amount of
$1,141,562.02.
Action (Consent): 12. Approve the Investment Report for the Month of
November 2022
Recommendation: That the Board of Directors approve the Investment Report for
the Month of November 2022.
Motion: To approve the Consent Calendar as presented.
Motion by Arlene Schafer, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
There was no further discussion.
D. PUBLIC HEARINGS
None at this time.
E. GENERAL MANAGER REPORTS
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Action: 1. Board of Directors Nominations and Appointments of Officers
Recommendation: That the Board of Directors considers appointing new officers
of the Board, as well as appointing Board members to represent the District on
local, regional, and statewide committees and organizations.
Ms. Middenway introduced the item. She stated that the Board will be
nominating a new Board President, Vice President, Secretary and Vice
Secretary. She added that the Board will also be nominating one director to
the Orange County Sanitation District (OCSD) Board of Directors and one
director to the Santa Ana River Flood Protection Agency (SARFPA) Board of
Directors.
Vice President Scheafer inquired about the Vice Secretary position.
Ms. Middenway stated that the Vice Secretary position has been added to the
Board. She shared that this position will be able to sign District documents
on behalf of the Board President and Secretary if they are both absent.
Motion: To nominate Mike Scheafer as Board President.
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Arlene Schafer as Board Vice President.
Motion by Mike Scheafer, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Arthur Perry as Board Secretary.
Motion by Mike Scheafer, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Robert Ooten as Board Vice Secretary.
Motion by Art Perry, second by Mike Scheafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
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Motion: To nominate Robert Ooten as Orange County Sanitation District
(OCSD) Board member.
Motion by Art Perry, second by Mike Scheafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Arthur Perry as alternate Orange County Sanitation
District (OCSD) Board member.
Motion by Mike Scheafer, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Robert Ooten as Santa Ana River Flood Protection
Agency (SARFPA) Board member.
Motion by Arlene Schafer.
Vice Secretary Ooten declined the nomination since he accepted the
nomination as OCSD Board member.
Motion failed to receive a second.
Substitute Motion: To nominate Arthur Perry as Santa Ana River Flood
Protection Agency (SARFPA) Board member.
Motion by Mike Scheafer, second by Arlene Schafer.
Secretary Perry commented that SARFPA will be ending in 2 years.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Motion: To nominate Robert Ooten as alternate Santa Ana River Flood
Protection Agency (SARFPA) Board member.
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Discussion followed regarding which Director presides over the remainder
of the meeting.
President Scheafer thanked Vice Secretary Ooten for his leadership over the
last two years.
Vice Secretary Ooten thanked President Scheafer for the recognition and
expressed gratitude for being reelected to the Board.
There was no further discussion.
Action, Receive and File: 2. Receive and File the Annual Comprehensive
Financial Report (ACFR), and the Auditors' Required Communication for the
year ended June 30, 2022.
Recommendation: That the Board of Directors receive and file:
1. The Annual Comprehensive Financial Report of the Year Ended June 30,
2022,
2. The Auditors' Required Communication for the Year Ended June 30, 2022.
Finance Manager, Kaitlin Tran, introduced the Annual Comprehensive
Financial Report (ACFR) for Fiscal Year 2021-22. She stated that the District's
financial auditor, Nigro & Nigro PC, issued an unmodified (clean) opinion for
the Fiscal Year 2021-22. She presented financial highlights of the ACFR. She
introduced Paul Kaymark of Nigro & Nigro PC.
Mr. Kaymark presented Nigro & Nigro PC's opinion letter. He noted that they
condensed the financial statements and presented them on a comparative
basis. He discussed operating revenues and expenses, non -operating
revenues, cash flows, current assets and liabilities, and net position.
Secretary Perry inquired about the District's total unfunded pension
liabilities.
Mr. Kaymark stated that the District's unfunded obligations are currently in
an asset position for post -employment benefits and pension assets. He noted
that the California Public Employees' Retirement System's (CalPERS) audit
will not be available until February 2023. He expressed recognition for the
District's current financial status.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Vice President Schafer congratulated the District for being fiscally
conservative with their expenditures.
Mr. Kaymark stated that the District's audit report is one of the best that he
has presented this year.
President Scheafer expressed appreciation to the Finance Department and
General Manager for their hard work.
There was no further discussion, and the report was received.
Action: 3. Consider Approving the 2023 Meeting and Office Closure Calendar
Recommendation: That the Board of Directors approve the Costa Mesa Sanitary
District 2023 Meeting and Office Closure Calendar as presented.
Secretary Perry asked if there are any special changes to the 2023 Meeting
and Office Closure Calendar.
Ms. Middenway noted that the August Board meeting has been moved to the
third Monday of August due to the California Special Districts Association
(CSDA) annual conference, and that the December Board meeting has been
moved to the third Monday of December due to the Christmas holiday.
Motion: To approve the Costa Mesa Sanitary District 2023 Meeting and Office
Closure Calendar as presented.
Motion by Arlene Schafer, second by Brett Eckles.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
There was no further discussion.
Action: 4. Consider Adopting Ordinance No. 135 — Amending the Operations
Code Pertaining to Term Limitation for Trash and Recycling Contracts
Recommendation: That the Board of Directors adopt Ordinance No. 135.
General Manager, Scott Carroll, introduced the item. He stated that
Ordinance No. 135 will amend the term limitation for trash and recycling
contracts, which is necessary to approve CR&R's new agreement
amendment.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Director Eckles asked how the current Operations Code affected CR&R's 2018
agreement.
Mr. Carroll stated that the Operations Code should have been amended in
2018 to allow trash and recycling contracts to extend beyond 10 years.
District Counsel, Alan Burns, stated that trash and recycling contracts will
include a severability clause.
President Scheafer asked if Ordinance No. 135 must be approved prior to
proceeding with CR&R's agreement amendment.
Mr. Carroll confirmed that Ordinance No. 135 is required to approve the new
contract amendment.
Director Eckles asked if CR&R's current contract is in violation of the
District's Operation Code.
Mr. Burns stated that CR&R's contract is valid since it was approved in 2018
for 10 years. He noted that if Ordinance No. 135 is not approved, CR&R's
contract would violate the Operations Code if it extended beyond 2028.
Motion: To adopt Ordinance No. 135.
Motion by Mike Scheafer, second by Bob Ooten.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
There was no further discussion.
F. ENGINEER'S REPORTS
Action, Receive and File: 1. Receive and File the District Engineer's and Capital
Improvement Status Report
Recommendation: That the Board of Directors receive and file the District
Engineer's Report and Capital Improvement Status.
District Engineer, Mark Esquer, presented the report.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
There was no further discussion, and the report was received.
Action: 2. Approve a Contract to Insituform Technologies, LLC. in the Amount
of $196,762.00, and Approving a 10% Contingency in the Amount of $19,676.
Recommendation: That the Board of Directors:
1. Award a contract to the lowest responsive and responsible bidder,
Insituform Technologies, LLC. in the amount of $196,762; and
2. Approve a 10% contingency in the amount of $19,676.
Mr. Esquer introduced the item and shared District staffs recommendation.
He discussed the proposed work.
President Scheafer asked if Insituform Technologies, LLC was the only
bidder for this work.
Mr. Esquer stated that other contractors found the District's bidding period
too short and the project to be too small compared to their other work. He
shared that he has considered consolidating projects next year to acquire
more bids.
Discussion followed regarding Insituform Technologies, LLC.
Motion: To:
1. Award a contract to the lowest responsive and responsible bidder,
Insituform Technologies, LLC. in the amount of $196,762; and
2. Approve a 10% contingency in the amount of $19,676.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Secretary Perry asked when the project will begin.
Mr. Esquer stated that the notice to proceed will be issued in the first week
of January 2023 and that the project will begin in early February 2023.
There was no further discussion.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Action: 3. Approve a Sole -Source Contract to West Coast Safety for the
Purchase of Emergency Lay -flat Hose and Fittings
Recommendation: That the Board of Directors approve sole -source contract to
West Safety Supply Inc., for the purchase of three (3) 12-inch, emergency hose reel
system(s), in the amount not -to -exceed $700,000, including freight/delivery and
taxes.
Mr. Esquer presented report details and District staff s recommendation. He
shared that West Coast Safety is the only provider of this product in
California. He noted that the manufacturer is in Orange, California. He stated
that the District will be buying about 8,000 feet of lay -flat hose at a price not
to exceed $700,000. He shared that he bought a similar product while
working for the Orange County Sanitation District (OCSD) from West Coast
Safety. He added that the manufacturer anticipates raising their prices by
15% in January 2023, which could result in an $80,000 cost increase for this
product.
Director Eckles inquired about the number of suppliers of lay -flat hose.
Mr. Esquer stated that there appears to be one supplier on the West Coast
and one supplier on the East Coast. He noted that, due to delivery costs, the
East Coast supplier's bid would not be competitive compared to the West
Coast supplier.
Discussion followed regarding freight estimates.
Director Eckles asked if he has contacted the East Coast supplier to inquire
if they are interested in submitting a bid.
Mr. Esquer stated that he has not contacted them.
Director Eckles stated that he would have preferred if both suppliers were
asked to submit a bid for this item.
Motion: To approve a sole -source contract to West Safety Supply Inc., for the
purchase of three (3) 12-inch emergency hose reel systems in the amount
not -to -exceed $700,000, including freight/delivery and taxes.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
Motion by Arlene Schafer, second by Art Perry.
Final Resolution: Motion Carries 4-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
No: Brett Eckles
Secretary Perry inquired about the delivery of the item.
Mr. Esquer stated that it should be delivered by March or April 2023. He
added that the project should be completed before the end of Fiscal Year
2022-23.
There was no further discussion.
Action: 4. Awarding a Contract to the Lowest Responsible Bidder, Sancon
Technologies, Inc., in the Amount of $140,176.
Recommendation: That the Board of Directors:
1. Award a contract to the lowest responsive and responsible bidder, Sancon
Technologies, Inc, in the amount of $140,176 for Rehabilitating Brick
Manholes; and
2. Approve an 8% contingency in the amount of $11,214
Mr. Esquer presented report details. He noted that the staff report has been
amended to recommend an 8% contingency rather than a 10%. He provided
details regarding the bidding process. He reviewed the engineer's estimate.
He noted that material costs have increased for this project.
President Scheafer asked for clarification of the total project cost.
Mr. Esquer amended his recommendation to award the lowest responsive
and responsible bidder, Sancon Technologies, Inc., in the amount of $140,176
with an 8% contingency. He noted that his staff report listed incorrect
figures.
Motion: To:
1. Award a contract to the lowest responsive and responsible bidder,
Sancon Technologies, Inc, in the amount of $140,176 for Rehabilitating
Brick Manholes; and
COSTA MESA SANITARY DISTRICT PAGE 13
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
2. Approve an 8% contingency in the amount of $11,214 (8%)
Motion by Art Perry, second by Bob Ooten.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
There was no further discussion.
G. TREASURER'S REPORTS
None at this time.
H. ATTORNEY'S REPORTS
Action: 1. Consider Adopting Resolution No. 2022-977 Authorizing Remote
Meetings
Recommendation: That the Board of Directors Adopt Resolution No. 2022-977
authorizing remote meetings.
Mr. Burns introduced the item.
Motion: To adopt Resolution No. 2022-977 authorizing remote meetings.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Secretary Perry inquired about remote meetings under the new law taking
effect in February 2023.
Mr. Burns explained that the new law regarding remote meetings is more
restrictive. He stated that Board members will need a specific reason to
attend a meeting remotely.
Secretary Perry discussed the process for attending meetings remotely due
to golf tournaments.
There was no further discussion.
COSTA MESA SANITARY DISTRICT PAGE 14
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a 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) - (President Ooten)
Vice Secretary Ooten provided a brief overview of OCSD's December Board
meeting. He shared that OCSD is working on a major research project related
to the gases produced by the sludges in the anaerobic digestors. He
announced that Rob Thompson has been selected as the new OCSD General
Manager.
Discussion followed regarding OCSD Board turnover due to the recent
election.
2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
Secretary Perry stated that there was no SARFPA meeting this month.
3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer)
Vice President Schafer stated that she was not able to attend the ISDOC
meeting due to a conflict with a District meeting.
President Scheafer shared that he attended the ISDOC meeting. He stated
that ISDOC's Board Secretary and Third Vice President positions are
currently open. He added that ISDOC's incoming Board President has
proposed engaging a transcribing service, which is very expensive and may
result in increased member dues. He noted that, traditionally, the Board
Secretary's staff person transcribes the meeting minutes.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEM13ER 19, 2022
4. California Special Districts Association (CSDA) - (Secretary Schafer)
Vice President Schafer shared that CSDA has issued new committee
positions. She stated that she will be serving on CSDA's Membership,
Professional Development, Finance, and Alliance Committees.
5. Special District Risk Management Authority (SDRMA) - (Director Scheafer)
President Scheafer stated that SDRMA is in the process of hiring a consultant
to help find a new Chief Executive Officer (CEO).
Discussion followed regarding SDRMA operations.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55,
Operations Code Section 3.01.030
Vice Secretary Ooten provided a brief overview of a Water Advisory
Committee of Orange County (WACO) meeting. He shared that the
Engineering Manager of the Metropolitan Water District (MWD) gave a
thorough presentation of their facilities and infrastructure.
President Scheafer shared that he also attended the WACO meeting.
Vice Secretary Ooten shared that the Water Emergency Response
Organization of Orange County (WEROC) provided a report on the status of
the COVID-19 pandemic and cybersecurity issues.
Secretary Perry asked if the District should inform WEROC of the District's
lay -flat hose purchase.
Mr. Carroll confirmed that he will share that news with WEROC.
There was no further discussion.
1.OLD BUSINESS
None at this time.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD DECEMBER 19, 2022
K. NEW BUSINESS
None at this time.
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Discussion: 1. Oral Communications and Director Comments
Vice President Schafer wished everyone a Merry Christmas and Happy New
Year.
Vice Secretary Ooten expressed recognition for the District Treasurer's
investment report and Senate Bill (SB) 1383 analysis.
President Scheafer wished everyone happy holidays. He expressed
appreciation for being appointed as Board President. He shared that he
recently received a postcard from Mesa Water District about two water
issues study groups. He asked if the District can look into hosting a similar
event for SB 1383.
There were no additional comments.
M. ADJOURN TO CLOSED SESSION
None at this time.
N. RECONVENE TO OPEN SESSION
None at this time.
O. CLOSING ITEMS
Procedural: 1. Adjourn — The next meeting of the Costa Mesa Sanitary District
Board of Directors will be held on Monday, December 19, 2022.
COSTA MESA SANITARY DISTRICT PAGE 17
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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President Scheafer adjourned the meeting at 5:38 p.m.
A�:t E-Z� -
Art Perry M' e Scheafer
Secretary iii President