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Minutes - Board - 2005-01-18• COSTA MESA SANITARY DISTRICT MINUTES OF STAFF MEETING JANUARY 18, 2005 The Costa Mesa Sanitary District Staff met at 9:00 a.m. at 628 W. 19th Street, Costa Mesa. Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Wendy Davis, Sherry Kallab, Denise Gilbert, Debbie Bjornson, Karl Dulake CMSD Staff met to discuss personnel issues. I. SAFE, CASH BOX, BUILDING AND EMPLOYEE SECURITY Mr. Hamers was apprised of the safe, cash box and petty cash procedures. It was suggested a door chime be installed to alert Staff to people entering the building. Mr. Dulake will purchase a door chime for the front door. Mr. Hamers was also • informed of the Bay Alarm phone number and password. Emergency preparedness was reviewed and the recommendation made to obtain a ladder in the event of circumstances that would require departure from the building through the upstairs balcony. Mr. Dulake will purchase a ladder. II. SECURITY CAMERA Staff was reminded to view the security camera picture on their computer screens to monitor visitors entering the headquarters. III. REVIEW OF DATA BACKUP Mr. Hamers was apprised of the procedures for data backup. IV. REVIEW OF ARRIVAL TIME AND FLEX HOURS Mr. Hamers requested each employee to state their arrival and departure time and their satisfaction with their schedule. Ms. Bjornson expressed her difficulty at arriving at 7:30 a.m. and Mr. Hamers approved an 8:00 a.m. to 5:30 p.m. schedule for Ms. Bjornson. The rest of staff is satisfied with their arrival and departure time and will remain on their present schedule. A revised schedule will be provided by • Mr. Fauth. Costa Mesa Sanitary District a Minutes of Staff Meeting January 18, 2006 Page 2 • V. ROB'S HOURS AT THE BUILDING Mr. Hamers expressed his enjoyment at spending time working at CMSD headquarters with Staff and he will schedule time to spend at the building on Wednesdays as follows: January 25, 2006 12:00 p.m. — 3:00 p.m. February 1, 2006 1:30 p.m. — 3:00 p.m. February 8, 2006 11:00 a.m. — 2:00 p.m. February 15, 2006 10:00 a.m. — 1:00 p.m. & through Mid -May While working at the building Mr. Hamers observed the problem experienced with the public using the CMSD parking lot when visiting the DMV and the Goodwill Store, as well as the public using the ramp to cut through CMSD property instead of using the sidewalk. Mr. Hamers asked for landscape improvements to be installed soon. It was suggested that new signage be obtained for the parking lot stressing the parking lot is for CMSD employees and visitors only. Also suggested was placing signs at each of the parking stalls reading "CMSD Employee Parking Only'. VI LIFE INSURANCE Employee life insurance benefits were discussed. Employees who were formerly City of Costa Mesa employees pay a flat amount for life insurance as previously paid as City employees and the District subsidizes the balance, which varies according to age of the employee. In the case of employees 65 years of age, the District life insurance coverage drops from $50,000 to $25,000, whereas at the City there was no change in coverage. As the Board obligated itself to provide equal benefits to employees who left the City to work for the District, Mr. Hamers will approve a policy for the District to self- insure for the additional $25,000 until the problem can be corrected. Staff was directed to look into alternative types of life insurance plans and determine if there is a legal requirement to offer this type of insurance. Staff will contact SDRMA, AFLAC and an independent insurance broker. The possibility of not requiring the employees to have life insurance was also discussed without any decision being made. Protecting our community's health by providing solid waste and sewer collection services. crosdcagov • • i VII. PERSON PERS Costa Mesa Sanitary District Minutes of Staff Meeting January 18, 2006 - Page 3 An explanation of the PERS on PERS benefit was provided. This benefit consists of paying the normal employer (13.841) and employee (7 %) contribution rates to PERS on the value of the employee's (7 %) contribution. The rationale is that the 7% employee contribution is picked -up by the District and is, therefore, a benefit entitled to have retirement calculated on it. The benefit was provided to the employees at the City of Costa Mesa. This benefit was adopted by the CMSD Board of Directors by Resolution No. 2005 -717 on November 16, 2005. VIII. RETIREE MEDICAL Retiree Medical benefits were discussed. Another benefit the City of Costa Mesa provides its employees is the Retired Employees' Medical Program. The benefit is provided to full -time employees who were hired prior to January 1, 2004, who have participated in the City's group medical plan for a minimum of • five consecutive years and are enrolled in the medical plan immediately prior to retirement and who immediately commence receiving a. retirement allowance from PERS upon separation from City employment. The City monthly contribution is calculated based on length of service and the value of the HMO insurance plan not to exceed $500. Again, Mr. Harriers opined that based on the Board of Directors commitment to provide employees who left City of Costa Mesa employment to work for the District equal benefits, those employees meeting the criteria will receive Retiree Health Benefits. Only the four original employees who left the City of Costa Mesa are eligible for this benefit. IX. $1,000 LIFE INSURANCE Ms. Davis advised of another retiree benefit through the City of Costa Mesa was $1,000 life insurance. The District provides $500 through PERS (Section 21622 of the Supplemental Benefits listing). The cost is .001% - .002% of payroll. Staff will continue to investigate to consider this benefit.. X. INCORPORATING SPECIAL PAYS INTO SALARY Incorporating Special Pays into salary for those employees receiving special pay for special skills was discussed. The subject will be reviewed further and addressed at the next Employee meeting scheduled for Wednesday, March 15, 2006 at 10:00 a.m. Protecting our community's health by providing solid waste and sewer collection services. crosdcagov Costa Mesa Sanitary District Minutes of Staff Meeting January 18, 2006 Page 4 Additionally, Ms. Bjornson requested dental coverage be addressed. As the plan offered to District employees required enrollment of a minimum of 5 employees, it was necessary for all CMSD personnel to choose the same plan. Ms. Bjornson enrolled in the plan even though she did not foresee having a need for the dental work in the 2005/2006 plan year. With the addition of the Maintenance Supervisor to District Staff who is enrolled in the dental plan, Ms. Bjornson requested Ms. Davis to inquire if Ms. Bjornson could withdraw from the dental plan. The meeting was adjourned at 11:30 a.m. • ri Protecting our community's health by providing solid waste and sewer collection services. crosdcagov