Minutes - Board - 2007-01-22COSTA MESA SANITARY DISTRICT
MINUTES OF SPECIAL MEETING
JANUARY 22, 2007
The Costa Mesa Sanitary District held a Special Meeting at 6:00 p. m. on Monday,
January 22, 2007 at 628 W. 19th Street, Costa Mesa.
Directors Present: Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan, James
Ferryman
Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant
Manager; Joan Revak, Board Secretary/Program Manager /Clerk of
the District; Sherry Kallab, Accountant; Marc Davis, Treasurer /Director
of Finance /CBIZ; Karl Dulake, Maintenance Supervisor; Desiree
Reyes, Office Specialist; Trang Le, Accounting Specialist
Secretary Art Perry called the meeting to order at 6:00 p.m. and turned the meeting over
to Mr. Hamers.
I. Strategic Planning 2007 -2008
Mr. Hamers opened the meeting by welcoming the Board of Directors and explaining the
purpose of the pre- meeting was to provide a relaxed forum for the Board of Directors to
discuss the short term, medium term, and long term goals of the District. Mr. Hamers
emphasized the Directors should consider the long -term horizon of the District.
Mr. Hamers explained the forthcoming Strategic Planning interviews and workshop that
will occur on Friday, January 26, 2007 and Saturday, February 27, 2007, respectively.
Mr. Hamers also presented the District's Mission Statement.
Director Ooten arrived at 6.11 p.m.
Mr. Hamers reviewed the Orange County LAFCO's favorable comments regarding the
District's preparation of the spectrum of elements of a successful independent special
district. Mr. Hamers then requested the Board of Directors, beginning with newly elected
Directors Ooten and Monahan, provide their comments regarding the appropriate areas
of concentration for the Strategic Plan.
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Minutes of Special Meeting
January 22, 2007
Page 2
The Directors recommended the following areas be included in the Strategic Plan:
Director Ooten:
1. Due to resident concern over the cost of the standardized containers, explain the
use of the term "free" in the outreach for the program during the container roll -out.
2. Insure that CMSD sewer facilities are odor free.
3. When the receptionist is unavailable, improve the recorded message in providing
CR &R's phone number.
4. Review the CMSD number of sewer spills versus those of other sewer collection
system owners.
Director Monahan:
1. Explain to the residents how the publicized term "free" relates to the actual cost of
the trash container program.
2. Conduct better public relations regarding the reasons for the extra container cost
of $8 per month.
3. Invite CR &R to a meeting to explore avenues of improving service and reducing
costs.
4. Consider methods and the participation of the City of Costa Mesa in defraying the
substantial costs of sewer lateral repairs.
• Director Schafer:
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1. Improve Public Relations.
2. Improve the working relationship with the City of Costa Mesa.
3. Publicize the CMSD Special Recycling Programs.
4. Increase readership of the CMSD Newsletter, and consider whether a resident's
concern over two - colored ink in the newsletter is a significant expense versus
black and white.
5. Consider the monetary value of the documented insufficient cleaning of the CMSD
gravity lines and the documented substandard maintenance of the 20 CMSD
pumping stations by the City of Costa Mesa.
Director Ferryman:
1. Consider a back -up Ordinance Enforcement Officer to provide continuous service
in the absence of the OEO.
2. Attempt to abandon Westside Costa Mesa sewer pumping stations in order to
achieve long term savings and system reliability.
3. Work with the OC Fairgrounds to implement a long term cooperative agreement
where the Fairgrounds provides CMSD Yard area in exchange for the District
providing sewer system management, including sewer cleaning, televising of
sewers, consulting, services by a registered civil engineering, and general
support.
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Minutes of Special Meeting Page 3
January 22, 2007
President Perry:
1. Explain the standardized container program including the significant increase in
tonnage and the resulting increase in costs in relation to the publicized "free"
container program.
2. Provide a backup person for key employee Maintenance Supervisor Karl Dulake
who is working overtime in bringing the gravity system and pumping stations up to
industry standard.
3. Finalize the District Yard, preferably with a mutually beneficial relationship with the
Orange County Fairgrounds.
CMSD Staff provided the following comments:
Treasurer /Finance Director Marc Davis:
1. Mr. Davis provided a mid -year budget review.
2. Mr. Davis agreed with the recommendation for a Long Term Financial Plan
3. Mr. Davis acknowledged the positive comments regarding the successful transition
to himself as Treasurer /Finance Director, including Mr. Hamers explanation that
Mr. Davis was previously the Director of Finance of the City of Costa Mesa and the
CMSD Treasurer.
4. Mr. Davis stated he will continue to be active in planning for the long term future of
is the District.
Board Secretary/Program Manager Joan Revak:
1. Ms. Revak affirmed that the pertinent topics have been discussed.
Director Ferryman left the meeting at 7.•00 p.m.
Assistant Manager Tom Fauth:
1. Continue to effort to secure a District Yard.
2. Consider the operational efficiencies of having a CMSD crew comprised of
employees.
3. Upgrade the CMSD Website.
Maintenance Supervisor Karl Dulake:
1. Mr. Dulake emphasized the need for dedicating funds for the operation and
maintenance (O &M) of the sewer system, including funds for the extra cleaning
needed for the gravity system and the extra funds needed for replacement of
pumping station equipment based on previous substandard maintenance by the
City of Costa Mesa.
Staff member Desiree Reyes added that residents should be better educated on the
operations and programs of the District. Staff member Debbie Bjornson added that the
• relationship between the City of Costa Mesa and the Costa Mesa Sanitary District should
be more cooperative and friendly.
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Minutes of Special Meeting
January 22, 2007
Page 4
Mr. Hamers provided additional comments and thanked the Board and Staff for their
participation in the Pre - Meeting. Mr. Hamers recommended the Board members review
the results of the Pre - Meeting and the comprehensive list of potential strategic planning
topics prepared by Staff prior to their Friday interviews and participation in the Saturday
workshop.
II. Public Comments
No members of the public were present.
ADJOURNMENT
Director Perry adjourned the meeting at 7:42 p.m.
• -Secr6iary -
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President