01 - 2013-02-04 Minutes Special Meeting ITEM NO. 01 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS S PECIAL M EETING F EBRUARY 4 , 2013 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in spe cial session on February 4 , 2013 at 9:30 a.m. at 628 W. 19 th Street, Costa Mesa. R OLL C ALL D IRECTORS P RESENT : James Ferryman, Art Perry, Mike Scheafer, Robert Ooten S TAFF P RESENT : Scott Carroll, General Manager ; Noelani Middenway, Deputy Distri ct Clerk; Alan Burns, District Counsel O THERS P RESENT : Al Morelli, Resident; Trudy Hall, Resident; Rick Kapko , Resident P UBLIC C OMMENT President Ferryman invited members of the public to address the Board. There were no public comments. P resident Ferryman reported that the Board of Director's had 60 days to decide how to fill the vacant Director position . President Ferryman stated that today’s meeting is to discuss the application process . President Ferryman opened discussion with the Boa rd. Director Scheafer noted that he and Director Ooten had been charged with developing potential interview questions for the candidates. He noted that he and Director Ooten met twice and were able devise the following questions: 1. W hat does the candidat e envision the future of the D istrict to be ? 2. W hat can the candidate do to help the D istrict achieve the strategic plan goals?
C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS S PECIAL M EETING H ELD F EBRUARY 4 , 2013 ________________________________________________________________ 3. H ow do the candidate s see themselves fitting in their role as a Director and as a collective body ? 4. Can the candidate devote time t o the District and attend all meetings ? 5. What does the candidate know about the D istrict in particular and the structure of Special Districts? Director Scheafer expressed concern that the candidates may tend to focus on past achievements and their involv ement in the community , and while he and Director Ooten have an appreciation for that, they are looking for candidates with a vision for the future. Director Ooten suggested that the application include the following: 1. A candidate statement noting the ca ndidate’s vision of the D istrict's operating plan for the future . 2. A resume oriented toward how it would be helpful to the Board and ratepayers. 3. Describe t he candidate’s role and responsibilities to the Board. 4. Describe t he candidate’s v ision for dealing w ith sewer and trash and his/her responsibility to rate payers . 5. Identify two cost saving measures in either sewer or solid waste. 6. Describe w hy the candidate’s qual ification s woul d be important to the citizens and B oard and how they would be beneficial to the residents. Director Ooten suggested consideration of creating a citizens group of three members of the public to help with the review of applications and to provide a recommendation to the B oard . Director Perry noted that he would like a basic appl ication form as the first page; followed by a second page that included a candidate statement of no more than 200 words , followed by a resume. He added that he liked the idea of requesting the candidate’s qualifications in the areas of sewer and solid wast e and stated that he didn't see it necessary to for m a citizens group to review the applications as time was of the essence. Discussion followed regarding the timeline to advertise the vacancy , setting a deadline, posting the applicants , and establishing timeline to nominate and appoint the D irector. President Ferryman noted that the goal is to have the nominated candidate seated at the February 27, 2013 Board meeting. Discussion followed regarding the process of swearing in the new Board member, and w hether or not a candidate could be nominated without conducting an interview. District Counsel Burns indicated that the Board would be able to select a can didate on any basis it so chose. He noted that the selection process would need to be conducted in public and not informally.
C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS S PECIAL M EETING H ELD F EBRUARY 4 , 2013 ________________________________________________________________ Discussion followed regarding the establish ment of a special meeting to conduct interviews, how the application process is to be circulated for publication, increasing the candidate statement from 200 to 250 words, and the ou treach method for advertising applications. The Board requested the public notice be circulated in the Orange County Register and the Daily Pilot and for the notice to direct potential applicants to the District ’s website or the District office to obtain the application and supplemental questionnaire. General Manager Carroll clarified the following items must be included - application , resume, candidate statement, vision for the district, role as a board member . President Ferryman indicated that he fe lt it was important for the candidate s to identify their impression of a Board M ember ’s role along with their responsibili ties . He noted that the role of a Board Member is to hire and fire the General M anager and to set policy and n ot to cross the line int o management. Discussion followed regarding setting the date to schedule interviews . It was the consensus of the board to meet at 9:00 a.m. on February 22, 2013. The Board decided that a Special Meeting will follow at the conclusion of the Operations C ommittee meeting on February 19th to review the applications. President Ferryman provided an opportunity for public comment. Ms. Trudy Hall made comment s about reviewing and interviewing the applications in public. Director Perry inquired if the vacan cy notice is complete to date . Ms. Middenway indicated that the legal posting requirements had been met by posting the notice of vacancy at District Headquarters, the Neighborhood Community C enter, and Mesa Water District, as well as the District’s websi te. Director Perry confirmed that a special meeting will be held following t he Operations Committee meeting on February 19, 2013. Mr. Richard Kapko inquired if the interview process to be held in open session . District Counsel Burns clarified that ap plicants will be interviewed, at random, in open session. Discussion followed regarding how the interview questions would be incorporated into the application.
C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS S PECIAL M EETING H ELD F EBRUARY 4 , 2013 ________________________________________________________________ District Counsel Burns suggested that the Board authorize President Ferryman or the Ad Hoc C ommittee to make minor adjustments to the questionnaire. The Board approved the deadline for submitting application s as Friday, February 15, 2013 at 3:00 p.m . A DJOURN TO C LOSED S ESSION WITH L EGAL C OUNSEL TO D ISCUSS P UBLIC E MPLOYEE P ERFORMANCE E VALUATI ON (G OV . C ODE S ECTION 54957) – T ITLE : G ENERAL M ANAGER President Ferryman adjourned to closed session at 10:04 a.m. to discuss General Manager Carroll’s past performance and goals for the future. R ECONVENE TO O PEN S ESSION AND M AKE ANY A PPROPRIATE A NNO UNCEMENTS President Ferryman r econvened into open session at 10:17 a.m. and reported out that General Manager Carroll successfully completed all of his goals of the past year and noted that ot her aspects of his performance. A DJOURNMENT There being no t hing further to report, President Ferryman adjourned the meeting at 10:18 a.m. _________________________ _________________________ Art Perry James Ferryman Secretary President