Minutes - Board - 2016-02-22 /01"SANII'f
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING
FEBRUARY 22, 2016
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in special session on
February 22, 2016 at 9:00 A.M. at 628 W.
19th Street, Costa Mesa.
ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert
Ooten, Arlene Schafer, James Ferryman
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Alan Burns,
District Counsel; Marc Davis, District
Treasurer; Robin Hamers, District Engineer;
Wendy Davis, Finance Manager; Noelani
Middenway, District Clerk.
OTHERS PRESENT: Jack Faris, Voit Real Estate.
PUBLIC COMMENT- None
CONSIDERATION REGARDING THE PURCHASE OF PROPERTY AT 290 PAULARINO AVENUE,
COSTA MESA, FOR USE AS THE DISTRICT HEADQUARTERS AND RELATED DISCUSSIONS WITH
RESPECT TO THE EXISTING HEADQUARTERS BUILDING AND OTHER RELATED MATTERS
A. CITY OF COSTA MESA PLANNING COMMISSION
Recommendation: That the Board of Directors receive and file the report.
Scott Carroll, General Manager, shared that a contingency of the acquisition of the
building at 290 Paularino is a decision by the City of Costa Mesa Planning Commission.
He noted that the decision will come before the Commission at the February 22, 2016
meeting, and City staff has recommended that the Commission adopt a resolution
indicating that the District's relocation conforms with the 2000 General Plan.
Additionally, Mr. Carroll noted that City staff identified three public benefits to the
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING
HELD FEBRUARY 22, 2016
District's relocation: an increased number of parking spaces, an increased capacity to
accommodate the public, and the capacity for future agency growth.
Discussion followed regarding the number of parking spaces at the property and the
possibility of renting areas within the building.
Mr. Carroll indicated that the District cannot rent space within the new building to the
District Engineer and District Inspector because this would convey retirement and
employee perk implications.
Secretary Ooten and Vice President Perry requested that Mr. Carroll provide further
explanation about why the District cannot rent space to the District Engineer and District
Inspector at a future study session.
B. HAZARDOUS MATERIALS SURVEY REPORT
Recommendation: That the Board of Directors receive and file the report.
Scott Carroll, General Manager, presented the Hazardous Materials Survey Report
conducted by DMG Environmental Sciences and Inspection Services. He noted that
asbestos and lead paint were found in the building, but that the remediation will be
under$10,000.
Discussion followed regarding the necessary remediation.
Secretary Ooten requested clarification regarding the remediation and the
consequences of failing to remediate.
Finance Manager, Wendy Davis, clarified that all five problem areas (3 areas with
asbestos and 2 areas with lead paint)will be remediated.
C. TENANT IMPROVEMENTS
Recommendation: That the Board of Directors receive and file the report.
Scott Carroll, General Manager, shared that after the first draft of tenant improvements
was presented to the City of Costa Mesa, the City requested additional improvements
such as an additional access door, the widening of the bathroom to ensure ADA
compliance, and an additional handicap stall within the bathroom. Additionally, Mr.
Carroll noted that other improvements include the designation of an Emergency
Operations Center (EOC) room, the creation of a hallway, securing the lobby, the
installation of audio/visual tools, and the purchase of furniture, signage, and a trophy
9 PY
display case.
Discussion followed regarding the budget for tenant improvements and signage for the
new building.
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MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING
HELD FEBRUARY 22, 2016
D. BUILDING FINANCING OPTIONS
Recommendation: That the Board of Directors approve Option 1 for financing the
building acquisition and direct staff to proceed.
Marc Davis, District Treasurer, presented financing options and the advantages and
disadvantages of each option. He noted that Option 1 is a lease purchase arrangement
with the California Special Districts Association (CSDA) Finance Corporation, Option 2
is to pay in cash, and Option 3 is the possibility of using grant funding to help with the
costs of improvement and building acquisition.
Discussion followed regarding selling the District's current building and using the funds
to make the lease payments under Option 1.
Mr. Davis noted that there is a 7 year period built into the lease purchase agreement
during which the District cannot pay off the asset. He added that after 7 years, there is
no prepayment penalty.
Discussion followed regarding the current tenant's lease, the cost of closing fees, and
the total cost of the building.
Jack Faris of Voit Real Estate provided a brief overview of the history of the District's
search for a new building and discussed the value of the property at 290 Paularino.
Discussion followed regarding the maximum "Not to Exceed" cost of the building,
interest rates for the lease purchase, and the action being requested for this item.
Mr. Carroll asked if the Board of Directors would like to wait taking action on this item
until staff can provide a more definite cost of the proposed improvements.
President Scheafer, Vice President Perry, and Assistant Secretary Schafer indicated
that would prefer to wait on deciding on a total cost to finance through the lease
purchase.
Director Ferryman requested that Mr. Carroll prioritize the proposed improvements
before presenting it to the Board of Directors.
Mr. Carroll indicated that he would do so.
Discussion followed regarding the implications of using the proceeds from selling the
current building to fund the lease payments for the new building.
Mr. Carroll verified that the Board of Directors decided to wait until they receive cost
estimates for the proposed improvements before directing staff to update the resolution
to approve financing Option 1.
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MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING
HELD FEBRUARY 22, 2016
ADJOURN TO CLOSED SESSION
President Scheafer adjourned to closed session at 10:32 A.M. to discuss
contingencies and for the Board of Directors to provide direction regarding the
down payment for the property at 290 Paularino.
Conference with Real Property Negotiators
Property: 290 Paularino Avenue, Costa Mesa
Agency Negotiators: Scott Carroll and Jack Faris
Negotiating party (owner): William McFarland
Under Negotiation: Price and terms of payment
RECONVENE TO OPEN SESSION
President Scheafer reconvened to open session at 10:49 A.M. and indicated
that the Board of Directors provided staff with direction to submit a down
payment of$400,000 which is contingent upon the City of Costa Mesa Planning
Commission's impending decision to adopt a resolution finding the Costa Mesa
Sanitary District's relocation to 290 Paularino Avenue in conformance with the
City of Costa Mesa's 2000 General Plan.
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 10:50 A.M.
Robert Ooten Mi ' ael Sche-Per
Secretary President I