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COSTA MESA SANITARY DISTRICT
MINUTES OF 2009-2010 STRATEGIC PLANNING PRE-MEETING
NOVEMBER 17, 2008
The Board of Directors of the Costa Mesa Sanitary District met at 11:30 a.m. at
628 W. 19th Street, Costa Mesa.
Directors Present: Art Perry, Arlene Schafer, James Ferryman
Staff Present: Robin B. Hamers, Tom Fauth, Joan Revak, Marc Davis, Sherry
Kallab, Janel Jackson,
President Perry called the meeting to order at 11:45 a.m.
• I. STRATEGIC PLAN - 2 YEAR w/5 YEAR GOALS
Mr. Hamers proposed a two-year Strategic Plan with five-year goals into an
integrated cost plan. Staff desires to identify projected costs with selected items
so the impact of each item is known in advance.
II. ZERO WASTE
Mr. Hamers attended a meeting with CR&R and their international construction
team that will be building a plant in Perris in which the following items were
discussed:
85% Recycling Rate
$3.00/month per Resident (preliminary)
Commitment to being an Industry Leader
Mr. Hamers reported a meeting will be held on Tuesday, December 2, 2008,
1:00 p.m. at CMSD with CR&R's international construction team. Directors
Perry, Schafer and Ferryman plan to attend.
•
COSTA MESA SANITARY DISTRICT NOVEMBER 17, 2008
MINUTES OF PRE-MEETING 2009-2010 STRATEGIC PLAN PAGE 2
III. OUTREACH •
Director Schafer recommended distributing certificates, awards, and/or
proclamations at meetings on behalf of the CMSD. Director Schafer suggested
CMSD be added onto the Chamber of Commerce's agenda.
Director Schafer suggested approaching Mesa Consolidated Water District on
adding a column in their monthly newsletter for CMSD to report on their special
programs.
Director Schafer recommended contacting Channel 24 regarding posting CMSD
events and meeting dates.
Mr. Hamers reported a flyer format list of school programs is being compiled and
will be offered to schools to be distributed.
President Perry suggested continuing promotional items.
V. TRASH COLLECTION PROGRAM
Mr. Hamers suggested the Ordinance Enforcement Officer covertly follow trash
collection drivers on routes and report on their performance. Mr. Hamers
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reported a pilot program is in place regarding washing out trash collection
containers with high-pressure, high-heat spray inside and out.
Mr. Hamers reported discussions were held at the Recycling Committee with
Mike Carey regarding residential FOG disposal.
Director Schafer recommended the new Ordinance Enforcement Officer (OEO)
attend training seminars on or about April 2009. Mr. Fauth will follow-up with Mr.
Shef regarding results of reports.
President Perry suggested extra trash pick-up days twice a year, perhaps at
Christmas and in June.
Director Ferryman reported a discussion at the Liaison Committee Meeting
regarding 40 hours for the CMSD's OEO and splitting the hours/duties with Mesa
Consolidated Water District, which could begin July 1, 2009.
V. SEWER PROGRAMS
Director Ooten (via e-mail) recommended notifying homeowners when roots are
found in sewer laterals from the CCTV work. Director Ooten desires the CMSD
set a goal of "low to no SSOs." •
Mr. Hamers reported on sewer lateral jurisdiction. Mr. Hamers reported CMSD's
counsel stated that with regard to overlapping jurisdictions, the first agency to
COSTA MESA SANITARY DISTRICT NOVEMBER 17, 2008
MINUTES OF PRE-MEETING 2009-2010 STRATEGIC PLAN PAGE 3
• exercise their power is the jurisdictional agency; therefore, CMSD has authority
over sewer laterals rather than the City of Costa Mesa.
VI. COMBINATION OF PUBLIC/PRIVATE WORK FORCE
Director Schafer recommended the Board conduct a General Manager
performance evaluation including the work structure of the Manager/Engineer.
VII. DIRECTOR ACTIVITIES
Mr. Hamers listed examples of Director activities for discussion.
Director Ooten (via e-mail) recommended adding an Ad Hoc Committee to
review District policies.
Director Ooten also recommended moving the Ordinance Enforcement Officer's
report under the Consent Calendar. Mr. Hamers also suggested moving CR
Transfers invoice payment and Waste Diversion Report under the Consent
Calendar due to monthly redundancy. The reports can be pulled from the
Consent Calendar should there arise a need for discussion.
• Director Schafer recommended the CMSD periodically hold meetings with
Midway City Sanitary District.
VIII. SUCCESSION PLANNING
Mr. Hamers suggested Mr. Dulake create a succession plan with regard to the
Maintenance Supervisor's daily, weekly and monthly duties, and also to
document the location of hot spots.
IX. FINANCIAL PLANNING
Mr. Davis reported additional costs are to be expected once the new yard is
operational.
Mr. Davis discussed the sinking fund amount and the $5 million goal; Mr. Davis
reported the current amount is $1.8 million. Mr. Hamers suggested further
discussion with all Board members regarding the sinking fund amount/goal at the
January Strategic Planning Meeting.
Mr. Davis reported on the CaIPERS long-term costs and its effects on upcoming
fiscal years.
• Director Schafer suggested discussion of a possible health plan for Directors.
Director Ferryman suggested a possible deferred compensation plan for
Directors be discussed at the January Strategic Planning Meeting. Mr. Davis
COSTA MESA SANITARY DISTRICT NOVEMBER 17,2008
MINUTES OF PRE-MEETING 2009-2010 STRATEGIC PLAN PAGE 4
confirmed participation in the District's deferred compensation plan can be rolled •
in with the whole package.
Directors Ferryman and Ooten suggested pursuing grants where applicable.
X. TECHNOLOGY
Mr. Hamers reported on the Supervisory Control and Data Acquisition telemetry,
which may require an upgrade. Mr. Hamers also recommended a CIP project to
archive the plans. Mr. Hamers suggested holding off on GIS in the short term.
XI. SDLF "DISTRICT OF DISTINCTION"
Mr. Hamers agreed with the suggestion of including Sewer Lateral and Clean Out
Financial Assistance Program in the application for SDLF "District of Distinction"
XII. SEWER LATERAL ASSISTANCE PROGRAM
Director Ferryman inquired about the Sewer Lateral Assistance Program and
Director Ooten (via e-mail) inquired as to how many applications are received per
month. Mr. Hamers suggested creating a list indicating by month of how many
applications have been received since the program's inception. •
XIII. RECYCLING COMMITTEE GOALS
Mr. Hamers reported the Board may comment on the Recycling Committee goals
and whether or not there should be any revisions and/or additions.
XIV. STAFF OUTSIDE ACTIVITIE
Mr. Hamers reported Staff is participating in outside activities in addition to their
duties at the Costa Mesa Sanitary District's Headquarters, including composting
and vermicomposting presentations, recycling presentations at schools, tours of
the landfill and the CR&R facility, and PowerPoint presentations.
XV. PUBLIC COMMENTS
There was no public present at the meeting.
Director Perry adjourned the meeting at 1 :30 p.m.
Secretary President •