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Minutes - Board - 2013-08-20 ITEM NO.02 �gP SANITgRy Q' %7 $'lA 8 8 -a yc 8$ 9,a ORPORA"v COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 20, 2013 1. CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on August 20, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. 2. ROLL CALL DIRECTORS PRESENT: James Ferryman, Mike Scheafer, Art Perry, Arlene Schafer DIRECTORS ABSENT: Robert Ooten STAFF PRESENT: Scott Carroll, General Manager; Anna Sanchez, Administrative Service Manager; Noelani Middenway, Deputy Clerk of the District; Robin B. Hamers, District Engineer; Javier Ochiqui, Management Analyst; Elizabeth Pham, Management Assistant; Dyana Wick, Administrative Assistant OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Jim Mosher, Resident 3. PUBLIC COMMENTS Mr. Jim Mosher provided public comment regarding the closed session that was held on August 19, 2013 to evaluate the performance of the General Manager and questioned if the bulk of the three hour meeting could have been discussed in open session. Seeing no one further, President Ferryman closed public comments. 4. ITEMS OF STUDY A. Recycling & Waste Diversion Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll noted that Mr. Mosher had provided written public comment suggesting a method to calculate and report pounds per day. Mr. Carroll responded to the public comment and explained that the calculation of pounds per day does not identify whether or not the District is meeting its diversion goal of fifty percent. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 Mr. Ruffridge concurred with Mr. Carroll's response and noted that calculating method of pounds per day is a citywide function and that the District does not regulate any of the commercial, industrial, or multi-family diversion. Mr. Ruffridge noted that it's the City's responsibility to account for the pounds per capita and stated that the District's goal of fifty percent diversion is appropriate. There were no additional questions or comments and the report was received. B. Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. There were no questions or comments and the report was received. C. OC Goodwill Community Event Recommendation: That the Board of Directors give feedback to staff regarding the OC Goodwill Community event tentatively scheduled for Saturday, October 26, 2013 from 9AM to 3PM. Ms. Elizabeth Pham provided report details and discussed the District, Orange Coast College and OC Goodwill's coordination of the community's first used item recycling event to generate funding for the Children's Center Science, Technology, Engineering, and Mathematics (STEM) program. Director Perry provided advertising suggestions. Mr. Ochiqui indicated that CR&R will provide a 40 foot rollout bin for uncollectible items. Vice President Scheafer suggested the advertising of the Fats, Oils, and Grease (FOG) program at the event. There were no additional questions or comments and the report was received. D. Eco Challenge Program Update Recommendation: That the Board of Directors receive and file the report. Mr. Ochiqui provided report details and noted that 480 sixth grade students from Costa Mesa were selected to participate in the Eco Challenge Program that educates children of the importance of identifying and properly disposing of Household Hazardous Waste and how to become an eco-friendly shopper. Director Schafer questioned how the children were selected. Mr. Ochiqui responded to Director Schafer's question and indicated that the students were chosen based upon room in their curriculum. Director Perry discussed the expenditure of the recommended $12,000 for the program, COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 questioned the process of selecting children from the Newport-Mesa Unified School District and if District staff is present during the presentations. President Ferryman requested an explanation of how the funds are utilized and felt that $12,000 was a significant amount to request a financial breakdown of expenditures. General Manager Carroll noted that a financial breakdown would be provided to the Board for their review. There were no further questions or comments and the report was received. E. Associate Engineer Recommendation: That the Board of Directors give feedback to staff for reclassifying the Permit Technician position to Associate Engineer. Ms. Sanchez provided report details and discussed the purpose and benefits of reclassifying the Permit Technician position to an Associate Engineer. Ms. Sanchez noted that the proposed reclassification arose after the District was made aware of the need to comply with the California Environmental Quality Act (CEQA). Ms. Sanchez noted that the need for the reclassification arose after the budget had been adopted and would require approval of additional funds for the upgraded position. Discussion followed regarding the scope of work and salary schedule of the current Permit Technician position. Ms. Sanchez explained that the current Permit Technician position is staffed by a contracted individual. Discussion followed comparing the cost of the current contract Permit Technician versus the fully burdened Associate Engineer position. Director Perry suggested that additional analysis be given to the item before the Board makes a decision. • President Ferryman requested a salary schedule and benefits comparison report for both the Permit Technician and proposed Associate Engineer positions. Director Perry questioned if the CEQA requirement is mandated by the State. General Manager Carroll responded that CEQA is mandated by the State and noted that an individual with a greater level of expertise than a Permit Technician would be necessary to conduct CEQA reviews. Director Perry requested that Willdan provide a cost for a contract Associate Engineer. President Ferryman questioned if it would be appropriate to hire a staff member from COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 Robin Hamers & Associates, Inc. to conduct the CEQA reviews. District Engineer Hamers responded that ninety-five percent of the work that is brought before the Board is exempt from CEQA and indicated that he would be able to add the CEQA determination to the project staff reports. Mr. Hamers did not feel that a registered Civil Engineer would be necessary to fulfill the requirements of the proposed position. President Ferryman noted that the Board's desire is to efficiently satisfy the CEQA requirements without spending excessive funds. General Manager Carroll proposed that a comparison of the full burdened cost of the current Permit Technician, the proposed Associate Engineer, and the contract Associate Engineer, be provided to the Board at its next Study Session meeting. Vice President Scheafer noted that CEQA is making a number of changes and requested that staff ensure that the District had the most updated information. General Manager Carroll confirmed that CSDA is keeping the District updated on any CEQA changes. President Ferryman invited a member of the public to comment on the item. Mr. Mosher provided public comment regarding the cost effectiveness of the proposed job description and noted that the position entails additional duties outside of permit processing and felt that there were valid reasons to obtain in-house staff. Mr. Mosher requested clarification of what the District had and had not been doing in relation to satisfying the CEQA requirements. General Manager Carroll responded to public comment and indicated that the issue at hand was that the District had not yet adopted the CEQA guidelines. General Manager Carroll confirmed that the comparison report of the aforementioned positions would be presented to the Board at its September 9 Study Session and that the adoption of the CEQA guidelines would be postponed until it is determined as to who would be reviewing the CEQA requirements. The Board concurred with General Manager Carroll. There were no additional questions or comments and the report was received. F. SLAP Program Update (Survey Cards) Recommendation: That the Board of Directors give feedback to staff. Ms. Pham provided report details on the Sewer Lateral Assistance Program (SLAP) update and discussed the positive and high response rate received from the survey cards that were distributed to the SLAP participants with their reimbursement checks. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 Vice President Scheafer commented that the District staff is doing a great job of informing plumbers about the program. President Ferryman suggested showcasing the SLAP at a CSDA conference. Vice President Scheafer indicated that he would check with the CSDA Education Committee regarding holding a breakout session. Ms. Pham noted that the next newsletter will advertise the SLAP and encourage prospective participants to contact the District for program information. Vice President Scheafer questioned District Engineer Hamers if there is any jurisdiction over the lateral leading up to the house that is the responsibility of the jurisdiction. District Engineer Hamers confirmed that there is no jurisdiction over the lateral up to the house; however, there is jurisdiction from the lateral up to the street. Vice President Scheafer commented that any issues that involve City trees needs to be reported to the City. There were no additional questions or comments and the report was received. G. Repeat SLAP Offenders— Oral Report Recommendation: That the Board of Directors direct staff to report back at a regular Board of Directors meeting. General Manager Carroll deferred to Ms. Dyana Wick, Administrative Assistant. Ms. Wick provided report details and discussed her suggestion of increasing penalty fees to discourage contractors for working without a permit. Vice President Scheafer expressed concern that the contractor would pass along the penalty fee to the resident and felt that the consumer needs to be made aware of the fee assessed to the contractor. Discussion followed regarding situations of contractors taking advantage of the consumers. Director Perry questioned if an ordinance would need to be adopted to set the penalty fees. General Manager Carroll confirmed that an ordinance would be necessary and would be brought back to the Board for adoption. District Engineer Hamers stated that the reason why contractors are not pulling permits COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 as they should is so that they do not have to submit a `before' video prior to commencing work and it allows them to overcharge the consumer. There were no additional questions or comments. The Board requested that this item be brought back for discussion at a future meeting. H. OC Waste & Recycling Meeting Update Recommendation: That the Board of Directors receive and file the report. Ms. Pham reported on her and Mr. Ochiqui's attendance of the OC Waste and Recycling meeting and discussed the presentations regarding the 'Inside the Outdoors' program, CalRecycle, and OC Goodwill. Director Perry questioned if the District would be applying for grants and if the District would be able to receive diversion credit for the OC Goodwill community event. General Manager Carroll indicated that he would look into the possibility. Ms. Pham responded to Director Perry's comment and noted that grant application requirements will be reviewed to determine whether or not the District meets the requirements. There were no additional questions or comments and the report was received. I. Independent Special Districts of Orange County (ISDOC) Recommendation: That the Board of Directors: 1. Cast a vote to support or not support renewing ISDOC's membership to the Orange County Council of Governments (OCCOG). 2. Approve President Ferryman or Vice President Scheafer voting on behalf of the Costa Mesa Sanitary District for ISDOC's proposed Bylaws. General Manager Carroll noted that ISDOC will meet on August 29 and requested that the Board take action to support or not support renewing the OCCOG membership. Discussion followed regarding the approval of Vice President Scheafer voting on behalf of the District. Director. Schafer expressed support of renewing ISDOC's membership to OCCOG. Vice President Scheafer concurred with Director Schafer and would be happy to cast the vote in support of renewing ISDOC's membership to OCCOG. General Manager noted that ISDOC's proposed Bylaws would require a vote of approval and recommended that the Board approve either President Ferryman or Vice COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION MEETING HELD AUGUST 20, 2013 President Scheafer to cast the vote on behalf of the District. Discussion followed regarding including a copy of the Bylaws in the August 29 Board meeting agenda packet. The Board concurred to allow Vice President Scheafer to cast a vote in support of renewing ISDOC's membership to OCCOG and for ISDOC's proposed Bylaws on behalf of the District. J. Future Study Session Items Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. District Engineer Hamers commented that Orange County Sanitation District staff would be present at the September 9 Study Session to discuss the Westside Pump Station Abandonment Project. There were no additional questions or comments. 5. ADJOURNMENT There being no further business to come before the Board, ,President Ferryman adjourned the meeting at 10:30 a.m. ''"%,, , , Art Perry J es Fein/ma- ..,If Secretary .'sident ',