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Minutes - Board - 2024-05-14COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MAY 14, 2024 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), Dyana Bojarski (Administrative Services Manager), Kaitlin Tran (Finance Manager), Lieu Tran (Senior Accountant), Marissa Pereyda (Management Analyst II), Mark Esquer (District Engineer), David Griffin (Code Enforcement Officer), Robert Morris (Engineering Technician), Tanisha Tingling (Management Analyst I) Others present Doug Johnson, Ralph Andersen & Associates Michael Tou, Citizens Advisory Committee Vice Chair Mike Balliet, CityGreen Consulting Rhoda Pflum 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. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 14, 2024 District Clerk and Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present. B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing no additional comments, he closed public comments. C. ITEMS OF STUDY Presentation: 1. Introduction of new CMSD Employee: Robert Morris, Engineering Technician District Engineer, Mark Esquer, introduced Robert Morris and shared his background in the U.S. Navy, education, and prior work experience. The Board welcomed Mr. Morris and proceeded to discuss Item C6. Receive and File: 6. 2023 Waste Composition Study Summary and 2024 Waste Composition Studies #1 and #2 Recommendation: That the Board of Directors receive and file this report. Mike Balliet of CityGreen Consulting presented report details for Waste Composition Study #1. He noted that many residences in this study are multifamily properties and exempt from organics recycling. Discussion followed regarding organics recycling exemptions. Management Analyst II, Marissa Pereyda, noted that the District is working with CR&R to roll out Organics Recycling Carts to all previously exempt customers. She noted that these customers will receive their Organics Recycling Cart prior to the roll out of the blue Recycling Cart in the fall. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 149 2024 Mr. Balliet presented report details for Waste Composition Study #2. He noted that many residences in this study are multifamily properties that do not contain significant amounts of green waste. Discussion followed regarding cardboard tonnage. Vice Secretary Ooten suggested for Mr. Balliet to visit each study's location to determine the property types. Secretary Perry asked if these routes will be reanalyzed. Mr. Balliet confirmed that these areas will be continuously monitored. There was no further discussion, and the report was received. The Board proceeded with Item C2. Receive and File: 2. Receive and File April 2024 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and files this report. Code Enforcement Officer, David Griffin, presented report details. He noted that several scavenging complaints were submitted in April and that he contacted seven scavengers. Discussion followed regarding a scavenging incident that involved the Costa Mesa Police Department (CMPD). Mr. Griffin continued his presentation and stated that he issued 187 violation notices for trash carts in public view. Discussion followed regarding the recent trash cart fires. There was no further discussion, and the report was received. Action: 3. Classification and Compensation Study Findings and Recommendations COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 14, 2024 Recommendation: That staff bring this item back to the May 28, 2024 Board meeting for consideration of approving the classification and compensation study recommendations. Administrative Services Manager, Dyana Bojarski, introduced Doug Johnson from the firm, Ralph Andersen and Associates. She provided an overview of the purpose of the Classification and Compensation Study. She provided details regarding the classification portion of the study which regards job duties and descriptions. She presented the recommended class titles. She provided details regarding the compensation portion of the study which regards salaries and benefits. She noted that 17 comparable agencies were utilized for the compensation survey. She presented market data for health insurance and noted that the District's health coverage for two or more dependents is $308 lower than the market median contribution amount. She stated that staff is recommending a $175 monthly increase to the District's benefit bucket contribution allowance for the employee plus two or more dependents tier. She noted that staff does not recommend any changes to the contribution allowances for the employee only tier and employee plus one dependent tier since they are within the market rate. She discussed the recommended benefit of longevity pay for employees who have dedicated significant service time and have reached their maximum salary range. She presented information on commercial driver's license pay and standby pay. She stated that staff recommends increasing commercial driver's license pay from $21.67 per month to $43.33 per month and standby pay from $50 per day to $75 per day for the primary standby person. She added that staff recommends implementing the study's changes at the beginning of the next fiscal year, which is July 1, 2024. She noted that the recommended changes will cost $50,900 to implement in Fiscal Year 2024=2025. She stated that, based on the fourth quarter budget review for Fiscal Year 2023-2024, staff anticipates a total budgetary savings of $272,000 in the salaries and benefits accounts. Mr. Johnson stated that this study is an incremental analysis since the District conducts a classification and compensation study every five years. Vice Secretary Ooten inquired about the comparable agencies included in the study, specifically the Orange County Sanitation District (OC San). COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 14, 2024 Mr. Johnson stated that they selected a large group of agencies based on proximity, services, and size. He noted that OC San was included in the study due to their proximity and market presence. Vice Secretary Ooten discussed OC San's policy for compensation. He recommended not including OC San in the study. Mr. Johnson explained the purpose of including an agency like OC San in the study and its impact on the study's analysis. Director Eckles inquired about the comparison data for city governments. Mr. Johnson stated that the District has positions that are comparable to other positions found in city governments. He noted that city governments have various budget sources but are considered an employment competitor within the market. Director Eckles asked to separate the data from city governments and special districts. Mr. Johnson stated that it is doable to separate that data but noted that it will not have a major impact on the study's findings. Director Eckles inquired about the budget impacts for the current budget cycle and future fiscal years. Finance Manager, Kaitlin Tran, provided a financial analysis of the study's recommendations. Discussion followed regarding the recommended changes to the District's benefits bucket plan for an employee plus two dependents. Secretary Perry requested a five-year cost analysis of the study's recommendations. He expressed concern for remote work. Mr. Carroll discussed work trends and the benefits of remote work. He noted that the District's remote work policy is optional. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 149 2024 Director Eckles also expressed concern for remote work and inquired about the District's current remote work policy. Mr. Carroll stated that certain positions are granted two to three remote workdays. He noted that all staff work in the office on Tuesdays. He added that the District operates a staggered remote work schedule to ensure adequate coverage at District Headquarters. Director Eckles recommended revisiting the District's remote work policy. Mr. Carroll stated that there has been no loss in productivity since implementing the remote work policy. He shared that new employees are not allowed to participate in working remotely during the first six months of employment. Ms. Bojarski added that working remotely is optional and that staff come into the office on their assigned remote workdays if in -person meetings are scheduled. She noted that District supervisors have the authority to adjust the remote work schedules of their staff and that all employees are required to abide by the telecommuting agreement. She shared that this benefit is a great recruitment and retention tool. President Scheafer commented on remote work within the private sector. He recommended discussing this issue at a later meeting. He asked how often standby work is needed. Mr. Carroll stated that standby work is needed seven days a week. Vice Secretary Ooten inquired about the Wastewater Department's work schedule. Mr. Carroll stated that the Wastewater Department operates under a 4/10 work schedule (4 days per week,10 hours per day). Vice Secretary Ooten inquired about annual leave and paid holidays. Discussion followed regarding paid holidays and qualifications for management positions within the Wastewater Department. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 149 2024 President Scheafer suggested bringing this item and the District's remote work policy to the June Study Session for further discussion. There was no further discussion. Receive and File: 4. Alkaline Battery Recycling Program — Final Report Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented report details. He recommended increasing the program's monetary award amounts. He shared that the Citizens Advisory Committee recommended providing program signs at each participating school. Director Eckles agreed with increasing the monetary award amounts. He asked how the District presents the awards to the top winning schools. Mr. Carroll shared that staff presents the first -place school with a check. He noted that a picture of the winner is included in the staff report. Director Eckles recommended promoting the top winner on social media and recognizing them at school board meetings. Mr. Carroll stated that the program's results will be shared at the upcoming City/Districts Liaison Committee meeting. President Scheafer expressed interest in having the Board present the awards to the top winning schools. Vice President Schafer shared her past experiences with presenting the awards to the winning schools. Discussion followed regarding past program data. There was no further discussion, and the report was received. Receive and File: S. Denial of Contribution Program Application for the City of Costa Mesa's Independence Day Celebration COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 14, 2024 Recommendation: That the Board of Directors receive and file the update that the District has denied the Contribution Program Application for the City of Costa Mesa's Independence Day Celebration. Mr. Carroll presented report details. He noted that staff is recommending denying City of Costa Mesa's contribution application for its Independence Day Celebration because they did not agree to waive the District's event booth fee. There was no further discussion. D. CLOSING ITEMS Procedural: 1.Oral Communications and Director Comments President Scheafer asked about the term used for organics recycling waivers. Vice Secretary Ooten stated that the term used was "de minimus". There was no further discussion. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 9:16 A.M. Art Perry M' a Scheafer Secretary President