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Minutes - Board - 2017-02-14 O, 484,_,- ! s. C'%ORA'Le COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION FEBRUARY 14, 2017 Members present Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer Members absent James Ferryman Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk), Wendy Davis (Finance Manager), Dyana Bojarski (Management Analyst II), Robin Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Gina Terraneo (Management Analyst I) Others present I Dean Ruffridge (CR&R), Lawrence Jones (CR&R) Meeting called to order at 9:32 A.M. A. OPENING ITEMS Procedural: 1. Roll Call President Scheafer called the meeting to order at 9:32 A.M. District Clerk, Noelani Middenway, conducted roll call. Mike Scheafer, Arlene Schafer, Bob Ooten, and Art Perry were present. James Ferryman was not present due to a scheduling conflict. Procedural: 2. Public Comments 1 1 COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 14, 2017 President Scheafer opened public comments. Seeing nobody wishing to speak, President Scheafer closed public comments. B. ITEMS OF STUDY Action, Receive and File: 1. Organics Tonnage Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented the report and offered to answer any questions. Assistant Secretary Ooten asked if the Christmas Trees collected during the Christmas Tree Recycling Program were taken to CR&R's Anaerobic Digestion (AD) Facility. Mr. Carroll shared that the trees were taken to the AD Facility and that the District paid for the trees to be processed at the organics rate of$71.50 per ton. Director Perry commented that the organics tonnage seems to be increasing monthly. President Scheafer commented that the organics tonnage may increase as the drought regulations decrease. There were no further questions or comments and the Board of Directors received the report. Action, Receive and File: 2. January 2017 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. Code Enforcement Officer, Ed Roberts, provided report details. He noted that there were 6 scavenging investigations conducted in the month of January 2017. Discussion followed regarding the challenge of tracking missing Organics Recycling carts. Mr. Roberts added that he issued 122 warnings for trash carts in public view and that there were no cases of graffiti on trash carts. There were no further questions or comments and the Board of Directors received the report. Action: 3. CMSD Community Room Rental Policy COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 14, 2017 Recommendation: That the Board of Directors direct staff to place the CMSD Community Room Rental Policy on the February 23, 2017 regular Board meeting agenda. District Clerk, Noelani Middenway, presented the proposed policy and rental agreement for the District's Board room. She noted that the proposed fees are based on the fees of local agencies with similar rental facilities. Director Perry commented that the proposed cleaning fee of $150 may be excessive. Discussion followed regarding the rental policies and processes of the City of Costa Mesa and the Newport-Mesa School District. Finance Manager, Wendy Davis, noted that the District cannot gift or subsidize the rental, as some other agencies may have the ability to do. She added that as an enterprise district, the District must recover the exact costs incurred for the facility rental. Discussion followed regarding the reasoning behind the proposed costs, the ability of non-profit and commercial organizations to rent the Board room, and the alcohol policy. Secretary Schafer suggested that the Board of Directors have a Special Meeting to discuss the rental policy. The Board of Directors directed staff to consult with District Counsel, Alan Burns, and report back with more information at the March 14, 2017 Study Session. There were no further questions or comments. Action, Discussion: 4. Solar Panels for CMSD Headquarters Recommendation: That the Board of Directors give direction to staff to budget for solar panels in the FY 2017/18 or FY 2018/19 Budgets. General Manager, Scott Carroll, provided report details. He noted that there are three options for obtaining solar panels: Power Purchase Agreement, full purchase of the solar panels, and financing of the solar panels. Discussion followed regarding the District's past electric bills, the efficiency of the District's fixtures and appliances, and the availability of grants for solar panels. Director Perry proposed that staff secure three bids for purchasing the solar panels prior to discussing whether purchasing or financing is appropriate. I COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 14, 2017 Assistant Secretary Ooten noted that solar panels require maintenance and asked that staff ensure that the solar panels at the District Yard are properly cleaned and maintained. The Board of Directors directed staff to obtain three quotes for purchasing the solar panels and bring the item back to a future meeting. There were no further questions or comments. Action, Discussion: 5. Discuss Reconciliation of Solid Waste Occupancy Count Recommendation: That the Board of Directors receive and file this report. Finance Manager, Wendy Davis, provided an overview of the District's reconciliation of solid waste accounts with CR&R and the County Tax Assessor's data. She noted that temporary staff has reconciled the majority of the accounts in question and identified changes that need to be made in order to keep the District and CR&R's data consistent. Director Perry suggested that the District charge a two-year fee for trash and sewer services rather than a prorated one-year fee for new accounts. The Board of Directors directed staff to provide an update after District staff meets with CR&R staff regarding the reconciliation. There were no further questions or comments. Action, Discussion: 6. Reclassifying Maintenance Assistant Position to Full-time Status Recommendation: That the Board of Directors direct staff to place this item on the February 23, 2017 regular Board meeting agenda for approval consideration. Management Analyst II, Dyana Bojarski, provided report details. She noted that the Maintenance Assistant's workload has increased drastically since the District's relocation into a larger building. The Board of Directors directed staff to place the item on the February 23, 2017 regular Board meeting agenda for approval consideration. There were no further questions or comments. Action: 7. Creating a Shared Services Ad Hoc Committee with Mesa Water - Oral Report Recommendation: That the Board of Directors direct staff to create Shared Services Ad Hoc Committee with Mesa Water. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 14, 2017 General Manager, Scott Carroll, noted that Mesa Water District requested the formation of an Ad Hoc Committee with board members from both the District and Mesa Water District to discuss shared services. Secretary Schafer indicated that she strongly supports the idea of Mr. Carroll, Paul Shoenberger (Mesa Water District), and Tom Hatch (City of Costa Mesa) meeting to discuss shared services rather than creating an Ad Hoc Committee. President Scheafer indicated agreement with Secretary Schafer. Assistant Secretary Ooten expressed that he is in favor of creating an Ad Hoc Committee with Mesa Water District. He noted that the participating committee members can limit the content of the Committee's discussion to shared services. Additionally, he requested that shared services be further integrated into the District's strategic planning process. The Board of Directors directed Mr. Carroll to inform Mr. Shoenberger that the Board of Directors are not in favor of an Ad Hoc Committee, but would like for the three managers (Mr. Carroll, Mr. Shoenberger, and Mr. Hatch) to meet and discuss shared services. Assistant Secretary Ooten added that the District should also reach out to Irvine Ranch Water District and the City of Newport Beach to discuss opportunities for shared services. There were no further questions or comments. C. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments President Scheafer noted that the Form 700 deadline is approaching. Director Perry requested an update regarding the Art Wrap Contest. Mr. Carroll noted that the District did not receive any submissions for the contest. He added that staff will reach out to the City of Costa Mesa to find out if the District can utilize artwork submitted through their current art contest. District Engineer, Robin Hamers, noted that a new electrical panel box is being added on Calvert Avenue. Secretary Schafer shared that Ethics Training is available for free through California Special Districts Association (CSDA). COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 14, 2017 Discussion followed regarding upcoming trainings and conferences. Assistant Secretary Ooten shared that Orange County Sanitation District (OCSD) is having a new board member orientation on February 15 and March 15, 2017. Secretary Schafer informed the Board of her intention to run for the CSDA Board of Directors. She noted that it will be placed on the agenda for the February 23 regular Board meeting. President Scheafer noted that he is up for re-election to the Special District Risk Management Authority (SDRMA) Board of Directors. He noted that it will be placed on the agenda for the February 23 regular Board meeting. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 11:08 A.M. i2411. giL A.0. I 4 Arlene Schafer Mi ael Sche.f:! Secretary President V 7