Minutes - Board - 2011-02-09•
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING
FEBRUARY 9, 2011
Directors Present: Robert Ooten, James Ferryman, Mike Scheafer,
Jim Fitzpatrick, Art Perry
Staff Present: Scott Carroll, General Manager
Joan Revak, Officer Manager /Clerk of the District
Sherry Kallab, Administrative Manager
Robin B. Hamers, District Engineer
Teresa Gonzalez, Accountant
The Board of Directors of the Costa Mesa Sanitary District met on Wednesday, February 9,
2011 at 9:30 a.m., in the Board Conference Room at the Costa Mesa Sanitary District,
628 W. 19th Street, Costa Mesa, California to consider the following:
I. Strategic Planning 2010 -15
President Ooten opened the meeting and stated consideration was
given to using Brent Ives as a facilitator for the Strategic Planning
sessions. President Ooten then turned the meeting over to the General
Manager, Scott Carroll. Mr. Carroll continued the discussion of the
progress of the Strategic Plan where it was ended at the February 1,
2011 Special meeting.
2.3 Pursue Reducing Polystyrene Food packaging
Pursue reducing polystyrene food packaging. Mr. Carroll noted this item
was a discussion by the Board to reduce polystyrene food packaging,
however, this is a commercial -type project and the Board wanted to
work with the City on reducing this type of material. Mr. Carroll asked if
the Board wanted to leave this item in the Strategic Plan.
(Protecting our community's heafth and the environment 6y providing soWwaste andsewer collection services.
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Minutes of Special Meeting Held February 9, 2011
• The Board requested seeking advice of the District's legal counsel on
the issue of the District having the authority to regulate the use of
Styrofoam. Mr. Carroll will bring back the item at the March 2011
regular Board agenda.
The Board agreed on keeping the policy on Styrofoam in the Strategic
Plan
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2.4 Comprehensive School Education Programs
Mr. Carroll noted the checks to the schools for their success in the
telephone book recycling program are ready for presentation by the
Directors. 10,721 telephone books were collected totaling 32,163
pounds and awards totaled $7,200. Staff is exploring the possibility of
expanding this program to include plastic bottles and Staff is currently
obtaining success information from the schools.
2.5 Encourage Zero Waste
Mr. Carroll informed the Board that information regarding zero waste is
posted on the District's website.
2.6 Monitor Advancements & Technology in the Solid Waste
Industry — Mr. Carroll reported on August 26, 2010 the Board and Staff
received an oral report from CR &R regarding their proposed conversion
technology plant in Perris, CA. Staff is exploring using lockable trash
cans to prevent scavenging recyclable materials. Staff proposed to the
Board a partnership with CR &R to provide lockable trash cans on
requests from residents. Staff will meet with City of Costa Mesa staff to
explore enforcement options.
3.0. Partnerships
Mr. Carroll stated the objective of Partnerships is to foster beneficial
relationships to accomplish goals of the District by embracing strategic
ties with other organizations, working closely with regulators, developing
a deliberate legislative agenda and participating in professional
associations. Staff established contact with Southern California Edison
(SCE) and a SCE representative was assigned to the District. The
District is now enrolled in SCE electronic notifications program for
planned outages giving Staff ample time to plan for planned outages to
ensure no interruptions occur. The District is coordinating with SCE
pump station testing program where SCE will perform testing on pump
stations to determine if they are operating in peak performance.
(Protecting our community's health and the environment 6y providing solid waste and sewer collection services.
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Costa Mesa Sanitary District Page 3
Minutes of Special Meeting Held February 9, 2011
3.1 Explore Partnerships with Other Utilities
Mr. Carroll reported the District submitted to SCE the District's intention
to participate in the "Direct Access" program where the District will have
its choice in purchasing electricity from an independent Electric Service
Provider. The District partnered with OCSD for secondary back up for
SSO's and entered into an agreement with WEROC to assist in
providing emergency response Staff will meet with Gas Company
officials to discuss their program to repair sewer laterals when they
intersect with gas lines.
3.2 Strengthen ties with the Cities of Costa Mesa, Newport Beach and
the County of Orange
Mr. Carroll reported the District entered into an agreement with the City
of Costa Mesa for fleet maintenance services and is partnering with the
City on solid waste issues. The City is also assisting the District with
code enforcement and a meeting was held with City staff to discuss
enforcement options for deterring scavenging. District Staff also
worked with the City of Costa Mesa on submitting a grant application to
SAWPA for inflow reduction on 17th Street and Pomona Avenue.
• County staff agreed to recommend to the Board of Supervisors the
$2,500 cost of obtaining the parcel data for the District's GIS and
Supervisor Moorlach's office was very helpful in this venture.
3.3 Strengthen ties with State and Federal Legislators
Mr. Carroll reported the District has written and submitted several
position letters regarding proposed legislation to the state legislature
and to CSDA. The District also submitted case report to Assembly
member Huffman regarding flushable wipes.
3.4 Participate in Chamber of Commerce Activities
Mr. Carroll reported Staff attended CASA's annual conference in
Monterey and attended CSDA's annual conference in Newport Beach.
Staff participates in the Municipal .Equipment Maintenance Association.
Staff attended California Society of Municipal Finance Officers
(CSMFO) training.
3.5 Participate in Chamber of Commerce Activities
Mr. Carroll reported Staff participated in the Chamber of Commerce
annual golf tournament, a fund raiser for the community. Staff attends
the monthly Chamber of Commerce monthly. breakfast meetings.
Trotecting our community's health and the environment 6y providing solid waste and sewer coif ction services.
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Minutes of Special Meeting Held February 9, 2011
4.0 Develop a Facebook Page
Mr. Carroll reported a District Facebook page has been developed,
however, the Board directed Staff to place the project on hold until the
District website is fully developed.
4.2 Develop User Surveys to be Incorporated into the District Website
Mr. Carroll reported a survey was incorporated into the District website
and to date has received 16 responses.
4.3 Develop a Survey Card for the Sewer Lateral Assistance Program
Mr. Carroll reported the survey card is complete and will be included
with reimbursement check to homeowners. To date, 14 survey cards
have been returned to the District.
4.4 District Branding
A special meeting will be scheduled on the subject of Branding.
4.5 Ensure High Level of Customer Service through Effective
Management of Contracts
Mr. Carroll reported District Staff prepares contracts and submits to the
District's legal counsel for review.
• 4.6 Submit Award Applications
Mr. Carroll reported receipt of an award from SDRMA for "No Injuries in
the Workplace" for the previous year. Staff is alert to opportunities to
submit applications for awards.
The District was awarded the City of Costa Mesa's Green Design
Award from the Planning Commission
The District received the Certificate of Award for Outstanding Financial
Reporting by the. California Society of Municipal Finance Officers for our
Comprehensive Annual Financial Report (CAFR).
5.0 Update Operations Code
Mr. Carroll reported the Operations Code was revised and adopted by
the Board of Directors on October 26, 2010.
5.2 Enhance Records Management Program
Mr. Carroll reported a draft records retention program was prepared
and the retention scheduled identified in the program is currently being
reviewed by District Counsel.
5.3 Stay Informed on Applicable Federal, State and Regional
Regulations
. Mr. Carroll reported the General Manager is on the e-mail distribution
list from Public Policy Advocates, CASA and CSDA's legislative branch;
ftotecting our community's health and the environment 6y providing solid waste and sewer collection services,
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Minutes of Special Meeting Held February 9, 2011
• and, receives weekly a -mails regarding the latest news on the State
budget and proposed legislation.
5.4 IT Management
Mr. Carroll reported the District completed a comprehensive testing of
the SCADA system at every pump station. SCADA was tested to
determine if the District's first responder was notified for power outage
and high water. SCADA passed at every pump station and is currently
operating on radio system. The GIS system is complete except for the
input of parcel data and Staff is negotiating with the County of Orange
for a fair and equitable fee. County Staff is recommending to the Board
of Supervisors the selling of parcel data to CMSD for $2,500 and the
item will be placed on the Board of Supervisor's agenda. CMMS
development is underway.
6.0 Personnel /Organizational Management
Mr. Carroll reported an Emergency Operations Plan (EOP) was
approved by the Board.
6.1 Enhance Existing Safety Plan
Mr. Carroll reported he recently facilitated a seminar for Staff
• 6.2 Update Personnel Rules and Administrative Regulations
Mr. Carroll reported a draft revision of personnel rules is complete
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6.3 Redesign Employee Performance Evaluation Forms
The Board approved the new evaluation forms on July 22, 2010.
6.4 Complete Comprehensive Succession Plan
Mr. Carroll will bring a draft plan to the Board by the end of the year as
well as an Early Retirement proposal.
6.5 Complete Comprehensive Salary Study
Mr. Carroll had nothing to report on this subject.
6.6 Periodic Organization Chart Evaluation .
Mr. Carroll reported this is an ongoing task and there was nothing to
report at this time.
6.7 Promote High Employee Satisfaction
Mr. Carroll reported a survey is being developed for Staff participation.
otecting our community's health andthe environment 6y providing soldwaste andsewer coQection services.
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Costa Mesa Sanitary District Page 6
Minutes of Special Meeting Held February 9, 2011
7.0 Finance
7.1 Develop Quarterly Budget Report
Mr. Carroll reported quarterly budget reports are now being presented
to the Board of Directors.
7.2 Develop Financial Reports for the Website
Mr. Carroll reported the financial reports are available on the website.
7.3 Implement an Asset Management Program
Brown & Caldwell presented a Study to Staff on CMSD;s assets with
several scenarios on how much money is required to be saved every
year to ensure enough funding is available when it is time to replace the
District's assets.
7.4 Develop a Comprehensive Annual Financial Report (CAFR)
Mr. Carroll reported the CAFR was accepted by the Board on
December 20, 2010.
7.5 Develop an Appropriate Sewer Replacement Reserve
This is an ongoing subject and Mr. Carroll had nothing to report.
Director Ferryman stated he wanted to go on record of his opinion that the General
Manager and Staff should be in charge of the District's Strategic Plan.
President Ooten adjourned the meeting at 11:50 a.m.
Approved by:
Secret ry
President
Protecting our community's health andthe environment 6y providing sofid waste andsewer collection services.
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