Minutes - Board - 2014-10-23COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 23, 2014
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
October 23, 2014 at 5:30P.M. at 628 W. 1gth
Street, Costa Mesa.
PLEDGE OF President Ferryman led the Pledge of
ALLEGIANCE Allegiance.
INVOCATION Vice President Scheafer led the Invocation.
ROLL CALL DIRECTORS PRESENT: James Ferryman, Michael Scheafer, Robert
Ooten, Art Perry, Arlene Schafer
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Alan Burns,
District Counsel; Robin Hamers, District
Engineer; Wendy Davis, Finance Manager;
Noelani Middenway, District Clerk; Marc
Davis, District Treasurer, Javier Ochiqui,
Management Analyst
OTHERS PRESENT: Dean Ruffridge, CR &R, Kevin Nelson,
Former Costa Mesa Resident, Djuana
Gordon, Davis Magnet School; Summer
Keller, Davis Magnet School; Jen Haskell,
Christ Lutheran School
CEREMONIAL MATTERS AND PRESENTATIONS — President Ferryman presented the Costa
Mesa Sanitary District Environmental Excellence Award to Djuana Gordon and Summer
Keller of Davis Magnet School, and Jen Haskell of Christ Lutheran School for their
efforts in promoting the District's Alkaline Battery Recycling Program.
ANNOUNCEMENT OF LATE COMMUNICATIONS — None
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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PUBLIC COMMENTS — President Ferryman invited members of the public to address the
Board.
Kevin Nelson, former Costa Mesa resident, expressed concern regarding any proposed
development on Talbert Park.
Seeing no one further, President Ferryman closed public comments.
CONSENT CALENDAR
1. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of September 16, 2014 Minutes of September 16, 2014, was
approved as presented.
2. Board of Directors Study Session The Board of Directors Study Session
Meeting Minutes of September 16, Meeting Minutes of September 16, 2014,
2014 was approved as presented.
3. Board of Directors Special Meeting The Board of Directors Special Meeting
Minutes of September 25, 2014 Minutes of September 25, 2014, was
approved as presented.
4. Occupancy report and payment to The occupancy report and payment to
CR &R Environmental Services CR &R Environmental Services for the
month of September 2014 in the amount of
$192,543.65 was approved as presented.
5. Contract Payment to CR &R The Board of Directors approved payment
Environmental Services for to CR &R Environmental Services for
Recycling and Disposal Services recycling and disposal services for the
month of September 2014.
6. Adoption of a Warrant Resolution The Board of Directors approved adoption
No. CMSD 2015 -04 Approving of Warrant Resolution No. CMSD 2015 -04
District Warrant Registers Approving District Warrant Registers for
the month of September 2014 in the
amount of $1,021,543.37.
7. Directors' Compensation and The Board of Directors approved Directors'
Reimbursement of Expenses compensation and reimbursement of
expenses for the month of September
2014.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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8. Sewer Lateral Assistance Program The Board of Directors approved the SLAP
(SLAP) Update report as presented.
9. Budget Transfer Requests — Fiscal The Board of Directors received the report
Year 2014 -15 as presented.
END OF CONSENT CALENDAR
Secretary Perry moved to approve the consent calendar. Vice President Scheafer
seconded the motion.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
PUBLIC HEARINGS - None
GENERAL MANAGER'S REPORTS
10. Shared Services from Orange County Sanitation District (OCSD) — Alternate
District Engineer
Recommendation: That the Board of Directors authorizes the General
Manager to proceed negotiating with OCSD staff for engineering services.
Scott Carroll, General Manager, suggested collaborating with OCSD for plan check
and alternate engineering services. He noted that OCSD's General Manager is
supportive of the idea and will be discussing the opportunity with OCSD staff.
Discussion followed regarding how the contracted staff would be compensated.
District Counsel Burns noted that payment would go directly to OCSD.
Assistant Secretary Ooten requested that the General Manager review the District
Engineer's contract to ensure there is no conflict.
The Board expressed support of the opportunity and directed the General Manager
proceed with negotiations to contract engineering services.
11. Ordinance No. 101 —Amending Procedures for Board Members Placing an
Item on the Agenda
Recommendation: That the Board of Directors approves adopting Ordinance
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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No. 101 amending the procedures for the Board members placing an item on
the agenda.
Mr. Carroll presented Ordinance No. 101 that amends the procedures for board
members placing an item on the agenda. The amendment would allow board
members to request an item be placed on the agenda during the oral
communications and directors comments portion of the study session meeting, and
if items require action to be taken then the board would place the item on a regular
board meeting agenda.
Director Schafer moved to approve the recommendation. Secretary Perry seconded
the motion.
Vice President Scheafer expressed support of the amendment to the procedure as
it increases transparency.
District Counsel Burns clarified that during the study session the Board can take
action to place an item on a future agenda.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes:
Ferryman, Scheafer, Perry, Ooten, Schafer
Noes:
None
Absent:
None
12. Quarterly Budget Report
Recommendation: That the Board of Directors receive and file this report.
Wendy Davis, Finance Manager, provided details of the quarterly budget report
noting an estimated savings in both the sewer and trash funds.
There were no questions or comments and the report was received.
13. Carrvover Appropriations and Carrvover Encumbrances from Fiscal Year
2013 -14 to Fiscal Year 2014 -15
Recommendation: That the Board of Directors approve the re- appropriation
of funds in the Fiscal Year 2014 -15 for the carryover items from the prior
fiscal year as detailed in the Attachments A and B, and summarized as
follows:
Appropriations Encumbrances
10 Solid Waste Fund $25,000 $2,603
20 Liquid Waste Fund $4,574,542 $212,199
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Ms. Davis provided details of the carryover appropriations and carryover
encumbrances from Fiscal Year 2013 -14 to Fiscal Year 2014 -15.
Assistant Secretary 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 and the report was received.
14. Strategic Plan Quarterly Progress Report (1st Quarter)
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll provided details of the 16` quarter report and noted that the inflow
reduction goal has been completed, and discussed installing a permanent generator
instead of a by -pass pump at 23rd Street.
Discussion followed regarding the function of a generator and a backup pump.
Assistant Secretary Ooten suggested that staff periodically shut the station off to
allow the pump to work more frequently so that grease will not build up inside the
by -pass pumps.
District Engineer Hamers noted that he has met with the sewer staff and will be
implementing different maintenance procedures for the permanent by -pass pumps
at Victoria and Mendoza..
Vice President Scheafer suggested creating a solid waste academy for youth. The
Board supported the suggestion.
Mr. Carroll noted that the update to the strategic plan may begin in late 2015.
Ms. Davis requested that any changes to the strategic plan that involve money, be
completed before the budget is approved.
Secretary Ooten discussed developing a long term capital improvement projects
schedule and requested that staff make the reserve policy available to the public.
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Discussion followed.
Ms. Wendy suggested that a summary of the reserves be placed in the budget
documents for review.
There were no additional questions or comments and the report was received
ENGINEER'S REPORTS
15. Project Status Report
Recommendation: That the Board of Directors receive and file the report.
There were no questions or comments and the report was received.
16. Addendum No 4 to National Plant Services Agreement for Annual Sewer
Mainline Cleaning
Recommendation: That the Board of Directors approves Addendum No. 4 to
National Plant Services Agreement in the amount of $217,474.04.
Mr. Hamers noted that the agreement is the result of shared services between the
District's sewer staff and National Plant Services (NPS) for cleaning the system on
a yearly basis. He noted that the District is coming to the end of its five year
contract with NPS and will go out to bid next year. Mr. Hamers reported that the
District's sewer staff has identified areas that require attention including nine
manholes that need to be addressed immediately.
District Counsel requested that the duties of the District's sewer staff, as it relates to
cleaning of the lines, be memorialized in a document, such as a policy or standard
operating procedure, for liability purposes.
Mr. Hamers confirmed that NPS is required to CCTV one percent of the line that
they clean and that NPS provides reports on the work that has been completed.
Assistant Secretary Ooten moved to approve the recommendation. Secretary Perry
seconded the motion.
MOTION CARRIED BY THE FOLLOWING VOTE:
Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer
Noes: None
Absent: None
TREASURER'S REPORTS
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17. Investment Report
Recommendation: That the Board of Directors approves the Investment
Report for the month of September 2014.
Marc Davis, District Treasurer, provided details of the September 2014 investment
report and noted that reserves are also listed in the Treasurer's report.
There were no questions or comments and the report was received.
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 meeting and noted the approval
of the interim human resources services that OCSD has provided the District,
authorization of a security services contract and a presentation given to the
Groundwater Replenishment Board regarding shared security services for both
agencies.
B. Santa Ana River Flood Protection Agency (SARFPA) — (Secretary Perry)
Recommendation: That the Board of Directors accepts oral report.
Nothing to report at this time.
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 his attendance of the Executive Committee
meeting, discussed future meeting speakers, and reports on the CSDA conference.
He also reported that he is the President Elect for ISDOC.
D. California Special Districts Association (CSDA) - (Director Schafer)
Recommendation: That the Board of Directors accepts oral report.
Director Schafer provided upcoming meeting and conference dates.
Vice President Scheafer suggested that the General Manager suggest sending staff
to the risk management one day conference.
Director Perry noted a reduction in the rate for the Special District Leadership
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Foundation conference.
District Counsel Burns requested to be excused from the meeting at this time.
E. Special District Risk Management Authority (SDRMA) — (Vice President
Scheafer)
Recommendation: That the Board of Directors accepts oral report.
Nothing to report at this time.
F. Other Meetings Qualifving for Reimbursement under CMSD Ordinance No.
55 Operations Code Section 3.01.030
Recommendation: That the Board of Directors accepts oral report.
Director Schafer reported on her attendance of the Districts special meeting, study
session and regular meeting, the CSDA conference in Palm Springs, the Chamber of
Commerce breakfast and ISDOC meeting.
OLD BUSINESS - None
NEW BUSINESS - None
I"
community and for serving on the Chamber's Board of Directors — Oral
Report
The Board of Directors expressed unanimous support of creating a proclamation in
honor of Ed Fawcett to be presented to him at the District's holiday party on December
11.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
President Ferryman announced the passing of former OCSD General Manager, Blake
Anderson.
ADJOURNMENT
There being no further business to come before the Board, President Ferryman
adjourned the meeting at 6:44 P.M.
Art Perry
Secretary
J s Ferryman
PrVsident