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Minutes - Board - 2014-04-24 • �SP SA \ 3 cpRPpRA"f E�` COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 24, 2014 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on April 24, 2014 at 5:30P.M. at 628 W. 19th Street, Costa Mesa. PLEDGE OF Director Ooten led the Pledge of Allegiance. ALLEGIANCE Vice President Scheafer led the Invocation. INVOCATION ROLL CALL DIRECTORS PRESENT: James Ferryman, Robert Ooten, Art Perry, Arlene Schafer, Mike Scheafer DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; Alan Burns, District Counsel; Robin Hamers, District Engineer; Anna Sanchez, Administrative Services Manager; Wendy Davis, Interim Finance Manager; Javier Ochiqui, Management Analyst OTHERS PRESENT: Lawrence Jones, CR&R; Jim Mosher, Resident; Jim Fisler, Mesa Water District; Rich Freschi, Serrano Water District CEREMONIAL MATTERS AND PRESENTATIONS- None. ANNOUNCEMENT OF LATE COMMUNICATIONS - General Manager Carroll noted that Mr. Jim Mosher had submitted written comments to which Mr. Carroll had responded to and provided copies of both correspondences to the Board. PUBLIC COMMENTS - President Ferryman invited members of the public to address the Board. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES-OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 Seeing no one, President Ferryman closed public comments. President Ferryman moved Item No. 19 to this point in the agenda. 19. OC Local Agency Formation Commission (LAFCO) Elections Recommendation: That the Board of Directors discuss the candidates running for the alternate seat. President Ferryman introduced Mr. Jim Fisler and Mr. Rich Freschi, candidates for the alternate seat on LAFCO, and invited the candidates to address the Board. Mr. Fisler, President of Mesa Water District, introduced himself, expressed his support of Special Districts, and encouraged the Board to consider re-electing him to LAFCO. Mr. Freschi, Serrano Water Board member and ISDOC President, introduced himself, discussed his accomplishments, and encouraged the Board to consider electing him to LAFCO. There were no further questions or comments. CONSENT CALENDAR 1. Board of Directors Study Session The Board of Directors Study Session Meeting Minutes of March '18, 2014 Meeting Minutes of March 18, 2014, was approved as presented. 2. Board of Directors Regular Meeting The Board of Directors Regular Meeting Minutes of March 27, 2014 Minutes of March 27, 2014, was approved as presented. 3. Occupancy report and payment to The Board of Directors approved the Costa Mesa Disposal occupancy report and payment to Costa Mesa Disposal ,for the month of March 2014. 4. Contract Payment to CR Transfer The Board of Directors approved payment for Recycling and Disposal Services to CR Transfer for recycling and disposal services for the month of March 2014. 5. Adoption of a Warrant Resolution The Board of Directors approved adoption No. CMSD 2014-10 Approving of Warrant Resolution No. CMSD 2014-10 District Warrant Registers Approving District Warrant Registers for the month of March 2014 in the amount of $558,057.29. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 6. Directors' Compensation and The Board of Directors approved Directors' Reimbursement of Expenses compensation and reimbursement of expenses for the month of March 2014. 7. Investment Report for the Month of The Board of Directors approved the March 2014 Investment Report for the month of March 2014. 8. Budget Transfer The Board of Directors received the report as presented. 9. Resolution No. 2014-846 — The Board of Directors adopted Resolution Household Hazardous Waste No. 2014-846 authorizing staff to submit (HHW) Grant Application the grant application. 10. Resolution No. 2014-847 — This item was pulled from the agenda for Publication of Ordinance, 99 further discussion. END OF CONSENT CALENDAR Director Schafer moved for approval of the Consent Calendar, with the exception of Item No. 10. Vice President Scheafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None Regarding Item No. 10, General Manager Carroll noted that there was an error in the numbering of the published Ordinance and noted for the record that the previously approved Ordinance No. 99 at the March 27, 2014 Board meeting should have been Ordinance No. 100. Mr. Carroll recommended that the Board not adopt Resolution No. 2014-847 and allow staff to republish Ordinance No. 100 and bring the resolution back to the Board for approval. Vice President Scheafer moved to continue Item No. 10 for clarification. Director Ooten seconded the motion. • MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 PUBLIC HEARINGS-None GENERAL MANAGER'S,REPORTS 11. Sewer Lateral Assistance Program Funding Recommendation: That the Board of Directors considers the following: 1. Approve a budget transfer of $75,000 to the Program from the Annual Sewer Maintenance account in order to provide adequate funding for the 44 applications already in process; 2. Revising the SLAP parameters effective beginning July 1, 2014 in order to serve more residents; and 3. Give staff direction on accepting SLAP applications through June 30, 2014 and appropriate $35,000 from retain earnings. Wendy Davis, Interim Finance Manager, provided background on the Sewer Lateral Assistance Program (SLAP), indicated that the budget of $200,000 for the program has been depleted as of March 31, requested Board approval of staff's recommendations and provides guidance to staff regarding the parameters of the program for next year. Director Schafer recommended approving a budget transfer of$100,000. Discussion followed. Director Ooten made a motion to approve a budget transfer of $75,000 and requested to discuss this item at a Study Session meeting. He indicated that a staff member apart from Ms. Davis should monitor the program to ensure there are sufficient funds. Ms. Davis discussed SLAP parameters and provided options of how to possibly alter the program to serve more residents. Director Ooten revised his motion to approve a budget transfer of $110,000 to cover the 44 pending applications and any new applications before July 1. Director Schafer seconded the motion. Vice President Scheafer expressed support of the motion and requested confirmation that applicants who apply after the program funds have been depleted would have to wait till July 1 to be reimbursed. Discussion followed. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None President Ferryman requested that this item be placed on the Study Session agenda. General Manager Carroll requested clarification of the motion and recommendation. There were no additional questions or comments. 12. Portable Generators, 3/ Ton Pickup Truck & Emergency Fuel Assessment Needs Recommendation: That the Board of Directors: 1. Approves appropriating $188,660 from retained earnings to purchase six (6) portable standby generators and one (1) pre- owned 3/4 ton pickup truck with trailer hitch; and 2. Consider appropriating $70,242 from retained earnings to purchase one (1) 125kVA portable standby generator for emergency • purposes and use the District's existing Generac190 portable standby generator as backup to the Irvine Pump Station. General Manager Carroll noted that this item was previously discussed at the Study Session meeting on April 15, noted that he did contact the City to discuss storage possibilities and will meet with Orange County Fairgrounds staff to discuss the same. Mr. Carroll discussed the option of purchasing a backup generator for the Irvine Pump Station in case natural gas is disrupted for the backup generator that is planned for this station . Discussion followed. Director Ooten moved to approve the recommendation. Vice President Scheafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None Director . Ooten suggested discussing the SCADA (Supervisory Control and Data Acquisition) data at a study session meeting to identify how to deploy the portable standby generators. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 Mr. Carroll indicated that Mr. Hamers has started that analysis and the details will be presented to the Board at a future meeting. 13. Social Media Use Policy Recommendation: That the Board of Directors approves the policy. Javier Ochiqui, Management Analyst, provided report details regarding the approval of the District's Facebook page and noted that the District's social media policy had been updated and requires approval. District Counsel, Alan Burns, confirmed that he reviewed and approved of the proposed social media policy. Director Ooten moved to approve the recommendation. Vice President Scheafer seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None There were no additional questions or comments. 14. Resolution No. 2014-848 — Re-adopting the Employee Handbook Recommendation: That the Board of Directors adopts Resolution No. 2014- 848 readopting the Employee Handbook. General Manager Carroll introduced the item and requested that the Board adopt the resolution to fulfill the District of Distinction re-certification requirements. Mr. Carroll noted that Mr. Mosher had addressed the issue of disclosing staff's compensation to outside inquiries and indicated that the change had been made in the Handbook. Director Schafer moved to approve the recommendation. Director Ooten seconded the motion. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None There were no additional questions or comments. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 15. 2nd Annual Mayor's Celebration —The Art of Leadership Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a sponsor to the Mayor's Celebration —The Art of Leadership; and 2. Describe how the expenditures will advance CMSD's purpose; and 3. Consider being a Silver Sponsor to the Mayor's Celebration — The Art of Leadership; and 4. Approve budget adjustment in the amount of $2,500 to provide adequate funding for the sponsorship. General Manager Carroll indicated that the District sponsored the Mayor's Celebration in 2013 but felt that the event did not advertise the District's programs as well as it could. Mr. Carroll suggested that the Board reconsider being a sponsor for the 2nd annual Mayor's Celebration. Discussion followed regarding how the event would promote the District's purpose. District Counsel suggested that the District provide a.letter to organizations who request the District's sponsorship stating that the District must show a public purpose that advances the District's interest. Mr. Carroll requested the Board to identify the purpose for serving as a sponsor to this event and describe how the expenditures will advance the District's purpose. President Ferryman indicated that the Chamber of Commerce and South Coast Metro provide scholarships to the winners of the arts competition. Director Schafer indicated that she would be attending the event as a guest of Council Member Sandy Genis and that the District would not need to pay for her attendance. Vice President Scheafer expressed that the event did not serve the purpose of the Costa Mesa Sanitary District and made a motion to not sponsor the event. Director Perry seconded the motion. President Ferryman made a substitute motion to sponsor the event and expressed that it sends the right message to the students and the school district that the District supports their efforts. Director Schafer seconded the motion. Director Ooten expressed support of the motion and requested that staff contact the participating high schools to develop the nexus of how the District can educate the students. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 District Counsel Burns suggested that the motion include the recommendation for approval providing that the District is afforded the opportunity to advance its message. Discussion followed. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Ooten, Schafer Noes: Perry, Scheafer Absent: None 16. Third Quarter Budget Report — FY 2013-14 Recommendation: That the Board of Directors receive and file the report. Ms. Davis projected a small savings in both the liquid and solid waste funds. There were no questions or comments and the report was received. 17. Sponsoring the 2014 Les Miller Student Award Breakfast Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a sponsor to the 2014 Les Miller Student Awards Breakfast; and 2. Describe how the expenditures will advance CMSD's purpose; and 3. Consider being a Dean's List Sponsor for $500. General Manager Carroll noted that the District could establish a purpose for sponsoring this event because the awarded scholarships may support students pursuing an education in Engineering. President Ferryman noted that Orange Coast College, UCI, and Vanguard will be recognized at the event. Director Schafer moved to approve the recommendation. District Counsel Burns asked if the District would be able to place a message in the events program. General Manager Carroll indicated that he would look into that possibility. President Ferryman indicated that he would be attending the event. Director Ooten seconded the motion. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None ENGINEER'S REPORTS 18. Project Status Report Recommendation: That the Board of Directors receive and file the report. District Engineer Hamers noted that that project status report has been modified to include information requested by Director Ooten. Discussion followed regarding grade five and grade four sewer repairs. There were no additional questions or comments and the report was received. TREASURER'S REPORTS-None ATTORNEY'S REPORTS- None LOCAL MEETINGS A. Orange County Sanitation District (OCSD) — (President Ferryman) Recommendation: That the Board of Directors accepts oral report. President Ferryman reported on his attendance of the OCSD Board meeting, discussed the approval of a $14 million dollar contract for emissions control, the refinance of $267 million of bond debt, and changes to the Chairman's compensation for meeting attendance. Director Ooten reported on awards that were presented B. Santa Ana River Flood Protection Agency (SARFPA) — (Secretary Perry) Recommendation: That the Board of Directors accepts oral report. Nothing to report. C. Independent Special Districts of Orange County (ISDOC) — (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer reported on the April 1 Executive Committee meeting, discussed who will be working on legislative analysis, noted that the COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 24, 2014 CSDA candidates will speak at the quarterly meeting, and that LAFCO is looking for new offices. . D. California Special Districts Association (CSDA) - (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer noted that the Legislative Days will be held in Sacramento on May 19 through May 21. E. California Association of Sanitation Agencies (CASA) Recommendation: That the Board of Directors accepts oral report. Nothing to report. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer reported on the SDRMA meeting in April. Director Ooten reported his attendance of the WACO (Water Advisory Committee of Orange County) meeting. Director Schafer reported her attendance of Midway City Sanitary District open house, District meetings, and Chamber Breakfast. There were no additional questions or comments. OLD BUSINESS- None NEW BUSINESS- None ORAL COMMUNICATIONS AND DIRECTOR COMMENTS- None ADJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 6:45 P.M. Art Perry James Ferryman/ Secretary President