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Minutes - Board - 2023-06-13COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JUNE 13, 2023 Members present Art Perry, Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Gina Terraneo (Management Analyst II), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Mark Esquer (District Engineer), Marc Davis (District Treasurer), David Griffin (Code Enforcement Officer), Tanisha Tingling (Administrative Assistant II), Alejandro Ornelas (Facilities Maintenance Worker), Marissa Pereyda (Management Analyst II) Others present Michael Tou, Citizens Advisory Committee Vice Chair Meeting called to order at 8:00 A.M. A. OPENING ITEMS Procedural: 1. 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.) President Scheafer called the meeting to order at 8:00 A.M. District Clerk & Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 13, 2023 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Discussion: 1. Introducing CMSD New Employees: Marissa Pereyda, Management Analyst II, and Alejandro (Alex) Ornelas, Facilities Maintenance Worker Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, introduced Management Analyst II, Marissa Pereyda, and shared her previous work experience. District Engineer, Mark Esquer, introduced Facilities Maintenance Worker, Alejandro Ornelas, and shared his previous work experience. The Board welcomed the two new staff members. There was no further discussion. Action, Receive and File: 2. Receive and File April & May 2023 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, David Griffin, presented report details. He noted that there was an increase in scavenging activity in May 2023. Discussion followed regarding recycling centers in Costa Mesa and distributing "no scavenging" messaging. Director Eckles inquired about a specific case regarding a customer with extra trash carts. Mr. Griffin stated that, after interacting with the customer, the customer complied with the District's regulations regarding trash carts. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 13, 2023 Vice President Schafer commented on the District's recent postcard which addressed fighting food waste odors. Discussion followed regarding trash cart serial numbers. Mr. Griffin discussed trash container enforcement for May 2023. President Scheafer shared that customers have been using their trash carts to block parking spaces on Placentia Avenue from 19t` Street and Wilson Street. He requested for Mr. Griffin to investigate the issue. Mr. Griffin stated that the City of Costa Mesa prefers to have the trash carts placed on the street rather than the curb due to Americans with Disabilities Act (ADA) accessibility issues. There was no further discussion, and the report was received. Action, Receive and File: 3. Receive and File Legislative Report Recommendation: That the Board of Directors receive and file the Legislative Report. Management Analyst II, Gina Terraneo, presented report details and summarized key bills. Discussion followed regarding the Little Hoover Commission. Ms. Terraneo provided an update on Assembly Bill (AB) 1594 regarding medium- and heavy-duty zero -emission vehicles for public agencies. Discussion followed regarding Senate Bill 1383. Director Eckles discussed a legislative bill regarding workers' compensation and the Contractors State License Board (CSLB). There was no further discussion, and the report was received. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 13, 2023 Action, Receive and File: 4. Discussion Regarding Pension and Other Post Employment Benefits Assets/Liabilities Recommendation: That the Board of Directors receive and file this report. District Treasurer, Marc Davis, discussed pension and other post - employment benefits (OPEB) liabilities. He noted that actual employee liabilities depend on specific circumstances. Discussion followed regarding the differences between pension and OPEB actuarial assumptions. Secretary Perry asked if the District's OPEB fund is still overfunded. Mr. Davis stated that, as of June 30, 2022, it was overfunded. He noted that 2023 information is not available. President Scheafer asked if the District has any employees hired before 2011. Mr. Carroll stated that there are currently three employees who were hired before 2011 and other retirees. Mr. Davis stated that there are a fair amount of District retirees. There was no further discussion, and the report was received. Discussion, Presentation: 5. Proposed No Bidding Requirement Changes to the District Operations Code Chapter 4.04 Purchasing Recommendation: That the Board of Directors provide comments, and direct staff to bring this item to the June 26, 2023 Board of Directors meeting for considering adopting an ordinance. District Engineer, Mark Esquer, discussed the District's no bidding requirements and the recommended changes to the District's policy. He reviewed the written comments submitted by District resident, Jim Mosher, and District Counsel, Alan Burns, regarding the wording of the recommended policy change. He proposed changing the no bidding requirements from $5,000 to $10,000. He discussed the proposed changes to COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 13, 2023 the no bidding requirements in relation to buying power. He provided an overview of the benefits of increasing the no bidding limit. Director Eckles inquired about the number of projects that are less than $10,000. Mr. Esquer stated that the policy applies to all purchases. He stated that, over the last 12 months, the District has issued 23 purchase orders for $5,000 or less. Director Eckles expressed his concerns regarding expensive projects that are subdivided into lower amounts to satisfy no bidding requirements. Mr. Esquer discussed the District's transparency efforts to avoid such instances. Mr. Carroll added that public works projects cannot be split to avoid bidding requirements. He stated that specific language can be added to the revised policy regarding this issue. Discussion followed regarding inflation trends and the no bidding limit. Mr. Esquer stated that sanitary districts are limited to $15,000. Discussion followed regarding increasing the General Manager's approval limit for public works projects to $60,000. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Director Eckles thanked CR&R for providing cardboard trash cans at the Newport -Mesa Soccer Classic. Vice President Schafer wished all dads a Happy Father's Day. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JDNE 13, 2023 Procedural: 2. Adjournment President Scheafer adjourned the meeting at 9:09 A.M. -k P� -Art Perrynv� Secretary ,,-A Mike Scheafer President