Minutes - Board - 2012-01-26 (11:07;
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 26, 2012
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
January 26, 2012 at 5:30 p.m. at 628 W. 19th
Street, Costa Mesa.
PLEDGE OF President Ooten led the Pledge of
ALLEGIANCE Allegiance.
INVOCATION Director Scheafer led the Invocation.
ROLL CALL DIRECTORS PRESENT: Robert Ooten, James Ferryman,
Mike Scheafer, Jim Fitzpatrick
DIRECTORS ABSENT: Art Perry
STAFF PRESENT: Scott Carroll, General Manager; Joan Revak,
Office Manager/Clerk of the District; Robin B.
Hamers, District Engineer; Alan Bums,
District Counsel; Marc Davis, Treasurer;
Teresa Gonzalez, Accounting Manager
OTHERS PRESENT Dean Ruffridge, CR&R
ANNOUNCEMENT OF LATE COMMUNICATIONS
There were no late communications.
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
CONSENT CALENDAR
REPORTS
MINUTE APPROVAL
Minutes of Sewer System Committee The Minutes of the Sewer System Committee
Meeting — December 6, 2011 Meeting of December 6, 2011 were approved
as distributed.
Minutes of Recycling Committee The Minutes of the Recycling Committee
Meeting — December 12, 2011 Meeting of December 12, 2011 were
approved as distributed.
Minutes of Regular Board Meeting — President Ooten motioned to continue
November 30, 2011 Approval of the Regular November 30, 2011
Meeting Minutes to the February 2012 Regular
Board of Directors meeting. Vice President
Ferryman seconded the motion. Motion
carried 5-0.
Minutes of Regular Board Meeting — The Minutes of the Regular December 15,
December 15, 2011 2011 Board Meeting were approved as
distributed.
ENGINEER'S REPORTS
Refund Request for Board Approval. There were no refund requests for the month
of December 2011.
Occupancy Report and Payment of The Trash Occupancy Count documented an
$197,179.85 to Costa Mesa Disposal — increase of one unit for the occupancy report
December 2011 for solid waste collection as of January 1,
2012. Therefore, the total for January is
21,537 and the payment of$197,179.85 was
ratified.
Contract Payment of$157,225.53 to CR The contract payment of$157,225.53 to
Transfer— December 2011 CR Transfer for recycling services and
disposal for the month of December 2011
was ratified as submitted.
Contract Payment of$8,162.50 The contract payment of$8,162.50 to CR
to CR Transfer— Santa Ana Transfer for recycling services and disposal for
Heights/Newport Beach — December Santa Ana Heights/Newport Beach for the
2011 month of December 2011 was ratified as
submitted.
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
Warrant Register for the month of Warrant Resolution #CMSD 2012-7 was
December 2011 in the amount of approved, authorizing the President and
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$662,774.95. Secretary to sign the warrant ratifying the
payment of certain claims and demands, and
specifying the funds out of which the same
were paid in the amount of$662,774.95.
Directors Compensation & Director Compensation and Expense
Reimbursement of Expenses for the Reimbursements for the month of December
month of December 2011. 2011 were approved and ratified as follows:
President Ooten: $1,105.00
Vice President Ferryman: $1,326.00
Director Scheafer: $1,326.00 + $6.66
Director Perry: $1,326.00
Director Fitzpatrick: $1,326.00
Annual Report of Expenses— Fiscal Year The Annual Report of Expenses for Fiscal Year
2010-11 2010-11 was approved as submitted.
Investment Report for the month of The Investment Report for the month of
December 2011. December 2011 was approved as submitted.
END OF CONSENT CALENDAR
Director Fitzpatrick n moved for approval of the Consent Calendar, pulling Item VI. A.
3. A. for. consideration at the February 23, 2012 meeting. Director Ferryman
seconded the motion. Motion carried 4-0. Pull item VI.A.3.a.
WRITTEN COMMUNICATIONS
Ms. Revak presented a written communication item of a resident thank you card for
the District's newsletter; FILL IN
PUBLIC COMMENTS
President Ooten invited public comments. There were no public comments.
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COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
GENERAL MANAGER'S REPORTS
ON-LINE BOARD MEETINGS
Mr. Carroll reported on information on "On-Line" Board meetings and presented four
options, including information from a company called "Granicus". The program can
import agendas and index video recordings on websites to reach a broader audience
and help keep the public informed on important policy decisions. Granicus initial cost
to the District is $14,625 with a monthly cost of approximately $1,230. Equipment
costs such as a camera, microphones, cables and internet enhancements are
estimated at $2,500.
Another option is to hire a technology integration company to provide broadcasting
and video retrieval of Board meetings. Mr. Carroll reported on a proposal for such
services from Digital Networks Group.
A third option is to hire a post-production company that can bring in their own
equipment to video tape Board meetings, encode it for web streaming and send the
recording to Staff to integrate into the District's website or Staff can prepare it for
YouTube that is linked on the CMSD website. The cost for this option is $1,245 per
meeting. This option is less costly and does not require the purchase of equipment;
however, it would require Staff time to integrate videos into the website or to a
YouTube account and viewers would have to open two windows, for the video and for
the agenda. The agenda would not be bookmarked so viewers would not be able to
click on the specific agenda he/she wants to view.
The fourth option is to piggy back on the City of Costa Mesa's Granicus account
where the District would send Board meeting videos to the City and then they would
upload the video onto the District's website. The District would have to purchase the
equipment at an estimated cost of$2,500 and the agenda items would not be
bookmarked. Production estimates were provided from Monitor Video, as well. Four
options were presented for the Board's consideration.
Discussion was held on the options available for on-line Board meetings. Director
Scheafer moved to bring the item back at the February 23, 2011 meeting with more
specifics on the fourth option and when Director Perry will be present so that he can
be included in the decision making.
MID-YEAR BUDGET REPORT
Ms. Gonzalez, Accounting Manager, provided a Mid-Year Budget Report to the
Board. Overall, the solid and liquid waste funds are projected to have a surplus by
the end of the fiscal year. The Solid Waste Fund is projected to have a surplus
balance of$4,439 and the Liquid Waste Fund is projected to have a surplus balance
of$177,117.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
STRATEGIC PLAN PROGRESS REPORT-2011-12 SECOND QUARTER
Mr. Carroll presented a Strategic Plan Progress Report for the second quarter of
2011-12. The Report identifies the strategic elements and goals identified in the
Strategic Plan and provides a quarterly progress report. Mr. Carroll stated the
quarterly report is also helpful in determining the progress being made to achieving
CMSD's mission, vision and core values.
STRATEGIC PLAN SPECIAL BOARD MEETING
The date of Wednesday, February 15, 2012 at 9:00 was set for the Strategic Plan
Special Board meeting.
LEGISLATIVE DAYS-MAY 16-17 2012
Mr. Carroll reported Legislative Days will be held in Sacramento on May 16-17, 2012.
Discussion was held on Board/Staff attendance and consideration will be given at a
later date.
WORKSHOP AT MIDWAY CITY SANITARY DISTRICT
Ms. Revak reported on the proposed workshop at Midway City Sanitary District with
three dates proposed for the lunch meeting — February 8, 14 or 22, 2012. The
preferred date for Midway City is Tuesday, February 14, 2012. Dates acceptable for
CMSD Directors are February 29, March 7 or March 21. Ms. Revak will contact
Midway City and propose the dates selected for the lunch meeting.
RECYCLING COMMITTEE
The Recycling Committee meeting met on January 23, 2012. Director Fitzpatrick,
Chairman of the Committee, gave a report on the meeting.
ENGINEER'S REPORTS
Mr. Hamers presented the Project Status Report, providing an update on all CMSD
projects.
SEWER SYSTEM COMMITTEE
President Ooten reported on the Sewer System Committee meeting held on
January 17, 2012.
Director Fitzpatrick complimented Mr. Hamers and Staff on the Plumber's Seminar.
Another Seminar will be held on February 9, 2012.
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COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
TREASURER'S REPORTS
There were no reports from the Treasurer.
ATTORNEY'S REPORTS
CMSD ORDINANCE No. 88,AMENDING THE OPERATIONS CODE TO DELETE THE
REQUIREMENT OF OVERSIGHT COMMITTEE REVIEW OF THE DISTRICT'S INVESTMENT POLICY
Recently, the Board of Directors updated its Standing Committees and as part of that
process, it was determined the Investment Oversight Committee was unnecessary as
each Board member reviews the investment on a quarterly basis and reviews the
Investment Policy on an annual basis
Mr. Burns presented CMSD Ordinance No. 88, amending the Operations Code to
delete the requirement of Oversight Committee Review of the District's Investment
Policy. Director Ooten moved to adopt CMSD Ordinance No. 88. Director Scheafer
seconded the motion. Motion carried 4-0.
CLERK OF THE DISTRICT REPORTS
CMSD Resolution No 2012-807,Orderinq that Publication of Ordinance No 87
pertaining to trash regulations has occurred. CMSD RESOLUTION No. 2012-807,
ORDERING THAT PUBLICATION OF ORDINANCE No. 87 PERTAINING TO TRASH
REGULATIONS HAS OCCURRED
Ms. Revak presented CMSD Resolution No. 2012-807, Ordering that Publication of
Ordinance No. 87 pertaining to trash regulations has occurred. Director Scheafer
moved to adopt CMSD Resolution No. 2012-807. Director Ferryman seconded the
motion. Motion carried 4-0.
CMSD RESOLUTION No. 2012-808, DESIGNATING CERTAIN PERSONS TO AUTHORIZE THE
AUDITOR-CONTROLLER FOR THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS
AND CORRECTIONS TO CHARGES BEING COLLECTED ON THE COUNTY TAX ROLL AND GIVING
REASONS THEREFOR
Ms. Revak presented CMSD Resolution No. 2012-808, designating certain persons
to authorize the Auditor-Controller for the County of Orange to make additions,
deletions and corrections to Charges being collected on the County Tax Roll and
giving reasons therefor. Director Scheafer moved to adopt CMSD Resolution No.
2012-807. Director Ferryman seconded the motion. Motion carried 4-0
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COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26, 2012
SCHOOL TELEPHONE BOOK RECYCLING PROGRAM FOR 2011
Ms. Revak presented the final report on the 2011 School Telephone Book Recycling
Program and recommended the Board approve awards to the schools in the amount
of$5,100. The same guidelines of the 2010 program were adhered to in the 2011
program. Kline School collected books totaling 116.04 lbs. per student were
selected. A grand prize in the amount of$400.00 was recommended with an
Exceptional Effort Award in the amount of$800.
Additionally, Ms. Revak reported AT&T is increasing their participation in the program
from $1,600 to $2,200/year.
Ms. Revak will coordinate dates for the Board of Directors to present checks to the
schools.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT(OCSD)
Director Ferryman attended an OCSD Committee meeting and reported most
of the meeting was discussion of the District's retirement program.
SANTA ANA RIVER FLOOD PROTECTION AGENCY(SARFPA)
Director Ferryman reported a meeting of the Santa Ana River Flood Protection
Agency was held at 4:00 p.m. this afternoon, and provided the Board packet
for perusal by the Board of Directors.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC)
President Ooten reported on an earlier ISDOC meeting and one of the most
significant items to report on is "shared" services of Districts with benefits to
each other.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
Director Scheafer, Committee member of the California Special Districts
Association Membership & Recruitment Committee reported on the January 6,
2012 meeting held in Sacramento.
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COSTA MESA SANITARY DISTRICT PAGE 8
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 26,2012
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CALIFORNIA ASSOCIATION OF SANITATION AGENCIES(CASA)
Four of the Directors attended the CASA Conference in the Desert January
18-20, 2012 and reports were provided.
OLD BUSINESS
There was no old business.
NEW BUSINESS
There was no new business.
ADJOURNMENT
The meeting adjourned to Closed Session at 7:12 p.m. to provide instructions to
President Ooten regarding negotiations for the General Manager pursuant to
Government Code Section 54957.6 for the General Manager.
The Board reconvened to open session at 7:30 p.m. and reported it had given
President Ooten authority to negotiate.
ADJOURNMENT
President Ooten adjourned the meeting at 7:35 p.m.
V-41/426.t.,
Secr:.tary President