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Minutes - Board - 2024-08-13COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 13, 2024 Members present Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer Members absent Arlene Schafer Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public Information Officer), Gina Terraneo (Senior Management Analyst), Kaitlin Tran (Finance Manager), Angela Colunga (Management Analyst I), Marissa Pereyda (Senior Management Analyst), Mark Esquer (District Engineer), Lieu Tran (Senior Accountant), Dyana Bojarski (Administrative Services Manager) Others present Connie Renfro CW 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 and Public Information Officer, Noelani Middenway, noted that President Scheafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present while Vice President Schafer was not present. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 13, 2024 President Scheafer noted that Vice President Schafer was absent due to illness. B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Receive and File:1. Receive and File July 2024 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, stated that the District's Code Enforcement Officer, David Griffin, was not present to give his report and that he will share any questions from the Board with him. There was no further discussion, and the report was received. Action: 2. Retroactive Budget Adjustment for Fiscal Year 2023-2024 Recommendation: That the Board of Directors should approve the retroactive budget adjustments for FY 2023-24 to transfer $240,000 from the wastewater Personnel and $400,000 from the wastewater M&O accounts to the wastewater Capital Outlay account to cover for the acquisition of the Combination Sewer Cleaning Unit. Finance Manager, Kaitlin Tran, presented report details. She discussed the purchase of a new combination sewer cleaning truck, which was received earlier than anticipated and must be recorded in Fiscal Year 2023-24. Mr. Carroll confirmed that the District has paid for the truck and that it is currently being used by the Wastewater Department. Director Eckles discussed the projected unspent revenue in the Wastewater Fund. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 13, 2024 Motion: To approve the retroactive budget adjustments for FY 2023-24 to transfer $240,000 from the wastewater Personnel and $400,000 from the wastewater Maintenance & Operations accounts to the wastewater Capital Outlay account to cover for the acquisition of the Combination Sewer Cleaning Unit. Motion by Art Perry, second by Brett Eckles Final Resolution: Motion Carries 4-0-0-1 Aye: Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer No: None Abstain: None Not Present: Arlene Schafer There was no further discussion. Discussion: 3. Request for Adjustment to the Adopted Budget for Fiscal Year 2024-2025 Recommendation: That the Board of Directors review and provide feedback on the proposed budget adjustment for Fiscal Year 2024-25 to ensure the continuation of services. Ms. Tran presented report details. She discussed the need for a budget adjustment in the current Fiscal Year 2024-25 budget. Director Perry asked if the District is renting a place to store its excess kitchen pails. Mr. Carroll confirmed that the District is paying for a storage unit for its kitchen pails. He stated that the District received a Senate Bill 1383 grant from CalRecycle. Discussion followed regarding the recruitment of a Wastewater Maintenance Manager. Ms. Tran continued presenting report details and discussed added expenditures for Fiscal Year 2024-25. Discussion followed regarding earthquake insurance for the District Headquarters and Yard buildings. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 13, 2024 Ms. Tran continued her presentation and discussed budget transfers within the Wastewater Fund. Discussion followed regarding non -operating revenue and revenue from CR&R's liquidated damages. Ms. Tran discussed the purpose of the General Fund as an unrestricted resource for the Solid Waste Fund and Wastewater Fund. Director Eckles expressed concern about using reserve funds from the General Fund to balance other funds. He requested staff to present other options for balancing the Wastewater Fund. Mr. Carroll noted that the General Fund can be used for unforeseen expenses. Director Eckles stated that it should be used for emergencies and not budgeted items. Vice Secretary Ooten inquired about the District's reserves policy. Ms. Tran clarified that the District's reserves policy applies to the Wastewater Fund. She stated that the General Fund has historically been used to balance the Solid Waste Fund. She noted that the Board has discretion over the use of the General Fund. Mr. Carroll stated that the staff will present alternative options at the August Board meeting. There was no further discussion. Action: 4. Consider Approving Amendments to the Alkaline Battery Recycling Program Recommendation: That the Board of Directors Management Analyst I, Angela Colunga, presented the item. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 13, 2024 Discussion followed regarding program participation. Motion: To approve the proposed amendments to the Alkaline Battery Recycling Program and appropriate $30,000 from the Solid Waste Fund Balance to the Alkaline Battery Recycling Program. Motion by Art Perry, second by Bob Ooten Final Resolution: Motion Carries 4-0-0-1 Aye: Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer No: None Abstain: None Not Present: Arlene Schafer There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Director Eckles shared that he will not be seeking reelection for his Board position. President Scheafer thanked Director Eckles for his service. Vice Secretary Ooten discussed trash truck fires caused by batteries and recommended offering battery collection pails to participants of the Alkaline Battery Recycling Program. President Scheafer expressed concern for another collection program and proposed for the District to encourage the Orange Coast College (OCC) Recycling Center to accept used batteries when they reopen. Vice Secretary Ooten stated that the majority of trash truck fires are caused by lithium -ion batteries. There was no further discussion. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 8:47 A.M. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 13, 2024 A A Art Perry Secretary Mi e Scheafe President PAGE 6