Minutes - Board - 2015-02-10Q
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
FEBRUARY 10, 2015
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in study session on
February 10, 2015 at 9:30 A.M. at 628 W.
191h Street, Costa Mesa.
ROLL CALL DIRECTORS PRESENT: Michael Schaefer, Arthur Perry, Robert
Ooten, Arlene Schafer, James Ferryman
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Robin
Harriers, District Engineer; Wendy Davis,
Finance Manager; Noelani Middenway,
District Clerk; Ed Roberts, Ordinance
Enforcement Officer; Steve Cano,
Maintenance Supervisor; Elizabeth Pham,
Management Assistant
OTHERS PRESENT: Dean Ruffridge, CR &R; Lawrence Jones,
CR &R; Jay Humphrey, Resident; Kevin
Nelson, Former Resident; Rob Thompson,
OCSD; Kathy Millea, OCSD; Mike PUCCIo,
OCSD
Vice President Perry called the meeting to order at 9:30 A.M. and noted that President
Scheafer would be arriving late to the meeting.
PUBLIC COMMENT
Vice President Perry invited members of the public to address the Board. Seeing none,
Vice President Perry closed public comments.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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ITEMS OF STUDY
1. Recvclinq & Waste Diversion Reports — January 2015
Recommendation: That the Board of Directors receive and file the report.
The report was received and filed.
2. Ordinance Enforcement Officer Report— January 2015
Recommendation: That the Board of Directors receive and file the report.
Ed Roberts, Ordinance Enforcement Officer, provided report details and discussed
scavenging activity.
The report was received and filed.
3. OC Waste & Recycling Coordinator's Meeting (Update)
Recommendation: That the Board of Directors receive and file the report.
Elizabeth Pham, Management Assistant, provided an update on the OC Waste &
Recycling Coordinator's meeting.
Secretary Ooten suggested that City staff be encouraged to attend the meetings.
Discussion followed regarding grant applications.
The report was received and filed.
President Schaefer entered the meeting at 9:37 A.M.
4. Organics Ad Hoc Committee Update — Oral Report
Recommendation: That the Board of Directors receive an oral report from
Secretary Oaten.
Secretary Ooten provided an update on the status of the behavioral study
conducted by Sally Geislar, discussed the cart hangars for the organics recycling
program, and the filming of the organics "how to" video.
5. Project #101 Westside Pumping Station Abandonment Project Finance Plan
Recommendation: That the Board of Directors:
1. Consider the construction alternatives;
2. Give staff the preferred direction; and
3. Receive funding strategies from the Finance Manager that will be
described later in the study session.
General Manager Carroll introduced the item and provided information regarding
the six proposed pump stations to be abandoned and identified the existing and
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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proposed new lines to be constructed. Mr. Carroll noted an estimated project cost
of 8.1 million dollars, discussed resident's concerns regarding the projects impact
to Talbert Regional Park, and discussed alternative construction methods. Mr.
Carroll stated that staff supports the original proposal in the Environmental Impact
Report (EIR) and discussed the cost benefit ratio of abandoning the Aviemore
Pump Station,
Rob Hamers, District Engineer, deferred to Orange County Sanitation District staff
to provide details on why the original proposal of the project would work better than
the suggested alternative construction plans.
Rob Thompson, OCSD, discussed the EIR notification, study, and adoption
process. Mr. Thompson discussed the purpose of the project and noted that there
is a flow deficiency in the Fairview trunk sewer. Mr. Thompson discussed project
alternatives and noted that the preferred project is the environmentally superior
option.
President Scheafer received public comments from Jay Humphrey, resident, and
Kevin Nelson, former Costa Mesa resident, who expressed concern regarding
routine invasion of a stabilized habitat for maintenance reasons.
President Scheafer closed public comments.
Discussion followed regarding mitigation of the area and the maintenance with the
least amount of impact.
Secretary Ooten expressed support of continuing the project and encouraged the
public to attend meetings and provide comment.
The Board of Directors expressed support of the original project proposal.
President Scheafer expressed support of not abandoning the Aviemore Pump
Station as it will save nearly one million dollars.
The Board of Directors directed staff to proceed with the original plan and not
abandon the Aviemore Pump Station.
There were no further questions or comments.
OCSD staff and members of the public exited the meeting at 10:25 A.M.
President Scheafer recessed the meeting at 10:27 A.M. and reconvened at 10:32
A.M.
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Recommendation: That the Board of Directors postpone implementing a
rehabilitation plan and direct staff to reline the Indus mainline at a cost of
$353,000.
General Manager Carroll suggested tabling the Grade 4 rehabilitation project to
prioritize the Indus mainline relining.
District Engineer Hamers circulated pictures of cracks in the sewer line and noted
that Indus is a Grade 5 in terms of troubled maintenance. He noted that the first
two phases of the Grade 4 rehabilitation project would cost millions and the cost of
relining the Indus mainline is an estimated $350,000.
General Manager Carroll suggested CCTVing the Indus line.
Secretary Ooten expressed support of CCTVing the system.
Wendy Davis, Finance Manager, indicated that funds are available for what the
Board wants to prioritize.
The Board of Directors directed staff to prioritize the Indus line repairs.
7. Acguiring One Sewer Combination Truck and a Two Man Crew
Recommendation: That the Board of Directors:
1. Approves acquiring one sewer combination Qetter /vacuum) truck and
hiring two additional maintenance workers; and
2. Direct staff to budget this item in the FY 2015 -16 Budget.
General Manager Carroll provided an overview of the cleaning operations and
discussed the benefit of having in house staff to clean the sewer line versus
contracting the service out. Mr. Carroll showed the Board a picture of the sewer
combination truck and discussed the bidding process for the truck manufacturer
through the National Joint Powers Alliance (NJPA). Mr. Carroll requested that the
Board consider approving the purchase of a sewer combination truck and hiring of
two additional maintenance workers.
Discussion followed regarding the bidding process, the benefits of hiring two
additional maintenance workers and salary and compensation over a 10 year term,
requiring candidates to live within 30 miles of the district, parking and storage
concerns.
Secretary Ooten expressed support of the recommendation.
President Schaefer expressed support of the recommendation and felt that in
house staff will have a greater sense of pride and accountability than a third party
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contractor would in cleaning the line.
Director Ferryman expressed concern regarding the increase of rates and indicated
that his outlook on the proposal may change if the budget would need to be
significantly increased for this recommendation.
Vice President Perry excused himself from the meeting at 11:12 A.M.
8. Preliminary Budget Calendar for Fiscal Years 2015 -16 & 2016 -17
Recommendation: That the Board of Directors receive and file.
The Board of Directors set a special meeting for April 27, 2015 at 9:00 A.M.
9. Financial Review
Recommendation: That the Board of Directors give staff direction on the
options they wish brought back in the upcoming budget development
process for FY 2015 -16 & 2016 -17.
Wendy Davis, Finance Manager, reviewed assumptions, discussed retained
earnings, reserves, and cash flow.
Discussion followed regarding creating a policy to put funds aside to pay off the
unfunded liability.
President Scheafer directed General Manager Carroll to move forward with the two
man sewer crew and acquiring one sewer combination truck.
10. Future Study Session Items
Recommendation: That the Board of Directors provide staff with direction
on items to be placed on future study session agendas.
President Scheafer requested that the Board members turn in their suggested
performance goals for the General Manager for 2015.
Assistant Secretary Schafer suggested that an Ad Hoc committee to review policies and
procedures be placed on a future agenda.
ORAL COMMUNICATIONS
Director Ferryman expressed concern regarding the security of District headquarters
and discussed how to mitigate security issues.
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ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 12:20 P.M.
Robert Ooten
Secretary
: ic el Scheafer
sident