Minutes - Board - 2004-01-15SIMIt,,�P
ON
Y f Y
_f
4PpRAIS��
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING
JANUARY 15, 2004
The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed
Special Meeting on January 15, 2004 at 4:00 p.m., in Conference Room 1A at the Civic
Center, 77 Fair Drive, Costa Mesa.
Directors Present: Arlene Schafer, Greg Woodside, James Ferryman, Arthur Perry
Dan Worthington
Staff Present: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth,
Assistant Manager; Joan Revak, Clerk of the District; Alan
Burns, Legal Counsel; Marc Puckett, District Treasurer; Debbie
Bjornson, Permit Processing Specialist; Denise Gilbert, Permit
Processing Specialist
• I. Consider Issues Relating to Separation from the City of Costa Mesa
A. CMSD Manager /District Engineer's Meeting with City Manager and
Director of Public Services on January 7, 2004.
Mr. Hamers reported he met with City Manager Allan Roeder and Director
of Public Services Bill Morris. The City Manager discussed the issue of
California Water Environment Association (CW EA) certification of the field
crews and that he preferred that certification not be a requirement but be
captured in the job description as "desirable" and supported the idea of
additional compensation for each of the four levels of certification
obtained.
Mr. Roeder also stated he supported that new hires to the field crews be
District employees and believes there should be no problem with City and
District employees working together on the field crews so long as the
respective job descriptions and salary ranges were consistent.
B. Consider District Policy on CWEA Certification of Office and Field
Personnel
• Mr. Hamers reviewed his memo to the Board dated January 12, 2004
recommending the Board consider a position on CW EA certification of
office staff and field crew members. After discussion, the Board directed
staff to include in documents to be approved by the Board the following
position:
Costa Mesa Sanitary District Page 2
Minutes of Special Meeting Held January 15, 2004
• CWEA Certification is not required for existing field crew members but is
required for new hires or field crew members desiring promotion. Office
staff and field crew members shall be compensated at a 1 '' /2% salary
increase for each of the four levels of CWEA certification obtained.
C. Cost Proposal from City on Sharing Field Crews and Treasurer
The District Manager gave a presentation on historical City charges to the
District, including indirect costs and how the City calculates them. Mr.
Harriers reviewed the mid -1990s discussions and correspondence
between the District's consultant Creative Management Solutions, former
Treasurer Susan Temple and Mr. Harriers on the possibility of time card
tracking to determine the actual indirect costs and how Ms. Temple
attempted time card tracking but abandoned it. Mr. Harriers
recommended the Board consider a position that direct costs for the field
crews are appropriate but indirect costs should be eliminated.
Mr. Harriers also described why compensating the City for indirect costs
will cause the District ratepayers to pay twice for these costs. As an
example, the District will be paying for a new yard at its new headquarters
• and the City is proposing to have the District pay for yard costs at the
existing City Corporate Yard.
Mr. Harriers also reviewed the benefits of retaining the current Treasurer
including the outstanding work performed by Mr. Puckett. Mr. Harriers
also reviewed the relative size of the City versus the District and how the
accounting function for a small organization will be simpler.
Mr. Puckett reviewed his cost analysis and the attached schedules. The
Board also acknowledged Mr. Puckett's service to the District and
requested a line item summation of how the four proposed costs to the
District were calculated. Mr. Harriers requested Mr. Puckett relay Mr.
Harriers' recommendations on proposed costs from the City to the District
and reasons therefore to Mr. Roeder.
D. Revised City /District Agreement —1s' Draft
In accordance with Mr. Roeder's request, District Counsel Alan Burns
prepared the proposed agreement for review by the Board and the City.
After discussion, the Board requested Mr. Burns transmit the agreement
to Acting City Attorney Tom Wood for review. The Board requested the
City review the draft within 30 days in order to have the comments prior to
the next District special meeting scheduled for February 23, 2004.
•
Protecting ow community's health 6ypmoding sofiduwte andsewercolectwn sere=
wstamwasanitarydutrict. org
Costa Mesa Sanitary District Page 3
Minutes of Special Meeting Held January 15, 2004
• E. Location of New Administrative Office
Mr. Fauth reviewed the progress to date of procuring a new headquarters
for the District.
F. Status of PERS Application, Administrative Rules and Regulations
and Personnel Rules
Mr. Fauth reviewed the various documents and the status of each.
G. Direction to Staff
The Board directed Staff to continue on each of the above items and any
other related items necessary to relocate the District headquarters.
II. Public Comments
There were no members of the public present and no public comments made.
• The meeting adjourned at 6:22 p.m.
0
ecretay
r
Tmtecting our community's heaCth 6y yrorridng solid waste andsewer coi%ction servica .
wstamesasanitarydutnct. org