Minutes - Board - 2004-06-02�S *SAN /1,IB�
ON
V Yf f
• ' S
f�O4POeAtt°'�
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING
JUNE 21 2004
The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed
Special Meeting on June 2, 2004 at 11:30 a.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, General Counsel; Marc Puckett, Treasurer; Bobby Young,
Accountant
CJ
Others Present: Wendy Davis, CBIZ Accounting, Tax & Advisory of Orange
County, Inc.
Public Comments
There were no public comments made.
II. Total Annual Costs of Proposed CaIPERS Contract
In accordance with Government Code Section 7507, the total annual costs of the
proposed CalPERS Contract were presented. Director Ferryman motioned to
approve the annual costs in the first year amount of $52,578.00. Director Perry
seconded. Motion passed 5 -0.
III. Report on New District Treasurer
Mr. Hamers introduced Wendy Davis as the new District Treasurer effective
July 1, 2004. Ms. Davis is assisting in the purchase of a new software package
for the District and is involved in the selection of an Accountant for the District.
LJ
i.
Costa Mesa Sanitary District Page 2
Minutes of Special Meeting Held June 2, 2004
• IV. Progress on Items Pertaining to New Headquarters
a. Consider Follow Up Agreements to Close of Escrow for Property at
628 W. 19th Street, Costa Mesa
Documents pertaining to close of escrow were presented for signature by
the President and Secretary of the Board of Directors. The Board of
Directors approved and the President and Secretary signed the statement
of estimated closing costs. The Board unanimously approved the issuance
of a closing payment in the amount of $731,627.82. Ms. Revak will have
the check delivered to First American this afternoon in anticipation of
closing on June 3, 2004.
Mr. Burns reported the issuance of a letter to the seller stating the District
negotiated the property under the threat of condemnation33
Mr. Fauth reported the receipt of a credit letter from the seller for $500 in
lieu of the seller repairing the water heater.
b. Consider Architectural Plans and Progress of Tenant Improvements
• Plans for the tenant improvements are in the approval process at the City
of Costa Mesa. Quotations from contractors are due Friday, June 4, 2004
Attorney Alan Burns suggested the District establish a rental rate from the
City of Costa Mesa in the event the new headquarters are not ready for
move in on July 1, 2004.
Mr. Fauth reported on software packages investigated by Staff and
recommended the District purchase the Springbrook Package. The
recommendation was based on a comprehensive review of eight
accounting software packages including software capability, ease of
programming, technical support, report generation and cost. Director Perry
motioned to approve the purchase of the system from Springbrook for a
sum not to exceed $85,000.00. Director Ferryman seconded. Motion
carried 5 -0.
Director Woodside left the meeting at 12:30 p.m.
C. Update on Purchase of Furniture
Ms. Revak reported the furniture for the new District headquarters has been
ordered from Vertex and a 50% deposit made, as approved by the Board of
• Directors at the regular May 10, 2004 meeting. Delivery time for the furniture
is approximately four weeks.
PPiotecting our community's 6ea" 6y prrw XvW sofduwte andsewer collection servim .
wswmesasanitarydut » ct. org
Costa Mesa Sanitary District
Minutes of Special Meeting Held June 2, 2004
Page 3
• d. Consider Computer Requirements for New Building
Mr. Harriers and Mr. Fauth presented a report on District computer
requirements. Staff recommended the District add on to the present
agreement with TRC who maintain the telemetry system for the District's
20 sewer pump stations. TRC is able to provide the new hardware,
software, networking, cabling and installation in the new building. Staff
determined that it was in the public's best interest to recommend TRC due
to their familiarity with District computer systems allowing them to obtain
and install the new components without causing a delay to the schedule.
Director Perry motioned to approve the agreement with TRC, for the
reasons stated, not to exceed $75,000, including change orders. Director
Ferryman seconded the motion. Motion carried 4 -0.
•
e. Consider Administrative and Personnel Rules and Regulations
Mr. Fauth reported the Administrative and Personnel Rules and
Regulations are in the final stages of preparation and will be presented to
the Board at the next Special Meeting on June 16, 2004.
President Schafer adjourned the meeting at 1:07 p.m.
SgcretaW
Tmtecting our community's health 6y provOing soRdwaste and sewer collection services.
coswmesasanitarydist» ct.org