Minutes - Board - 2020-03-23COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
MARCH 23, 2020
Note: This meeting was conducted utilizing teleconferencing pursuant to Government code Section
54952.2 and the Governor's Executive Orders in effect waiving some of the requirements of that Section.
Members present
Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Members absent
Jim Ferryman
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information
Officer), Alan Burns (District Counsel), Marc Davis (District
Treasurer), Michael Benesh (Interim District Engineer), Kaitlin Tran (Finance Manager),
Dyana Bojarski (Administrative Services Manager), Gina Terraneo (Management Analyst
II)
Others present
Fred Bockmiller, Mesa Water District Board Member
Meeting called to order at 4:30 P.M.
A. OPENING ITEMS
Procedural: 1. Call to Order - Vice President Ooten
Vice President Ooten called the meeting to order at 4:30 P.M.
Procedural: 2. Pledge of Allegiance — Director Scheafer
Director Scheafer led the Pledge of Allegiance.
Procedural: 3. Invocation - Vice President Ooten
Vice President Ooten led the Invocation.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Procedural: 4. Roll Call - (If absences occur, consider whether to deem those absences
excused based on facts presented for the absence — such determination shall be the
permission required by law.)
District Clerk and Public Information Officer, Noelani Middenway, conducted roll
call and noted that Vice President Ooten, Secretary Schafer, Director Scheafer,
and Director Perry were present at this time. She added that President Ferryman
was not present.
Procedural: 5. Announcement of Late Communications - Unless directed otherwise by
the Board of Directors, all actions shall be based on/memorialized by the latest document
submitted as a late communication.
None at this time.
Procedural: 6. Ceremonial Matters and Presentations
None at this time.
B. Public Comments
Procedural: 1. Public Comments
Vice President Ooten opened public comments. Seeing no one wishing to speak,
he closed public comments.
C. CONSENT CALENDAR
Action (Consent): 1. Approve Consent Calendar
Recommendation: That the Board of Directors approve the Consent Calendar as
presented.
Action (Consent), Minutes: 2. Approve the Board of Directors Study Session Minutes
of February 11, 2020
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent), Minutes: 3. Approve the Board of Directors Regular Meeting
Minutes of February 24, 2020
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 4. Payroll Transparency Disclosure for February 2020
Recommendation: That the Board of Directors approve and file the report.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Action (Consent): 5. Approve the Directors' Compensation and Reimbursement of
Expenses
Recommendation: That the Board of Directors approve the compensation and
reimbursement of expenses as presented.
Action, Action (Consent): 6. Accept the occupancy count as presented as 22,929 and
direct staff to prepare a warrant to CR&R Environmental Services for $237,624.69
for February 2020 collection
Recommendation: That the Board of Directors accept the occupancy count as presented
using 22,929 as the correct number of active units and direct staff to prepare a warrant to
CR&R Environmental Services for February 2020 collection based on this occupancy
report so long as the contractor fulfills the obligations of the agreement in the amount of
$237,624.69 to be ratified in the March 2020 warrant list.
Action, Action (Consent): 7. Approve the preparation of a warrant to CR Transfer in
the amount of $185,182.58 for February 2020 recycling and disposal services in the
March 2020 warrant register
Recommendation: That the Board of Directors approves the preparation of a warrant to
CR Transfer in the amount of $185,182.58 for February 2020 recycling and disposal
services to be ratified in the March 2020 warrant register.
Action, Action (Consent): 8. Adopt Warrant Resolution No. CMSD 2020-09 Approving
District Warrant Registers
Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD
2020-09 approving District warrants for the month of February in the amount of
$648,575.53.
Action (Consent): 9. Contracts Signed by the General Manager
Recommendation: That the Board of Directors receive and file this report.
Action (Consent): 10. Investment Report for the Month of February 2020
Recommendation: That the Board of Directors approve the Investment Report for the
month of February 2020.
Motion: To approve the Consent Calendar as presented.
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no discussion.
D. PUBLIC HEARINGS
None at this time.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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E. GENERAL MANAGER'S REPORTS
Action: 1. Consider Giving the General Manager Authority to Auction the 2015 175
kWh Portable Generator (Unit 7)
Recommendation: That the Board of Directors gives the General Manager authority to
auction the 2015 kWh portable generator (Unit 7).
General Manager, Scott Carroll, provided report details. He stated that the District
purchased a portable generator for the Irvine Pump Station. He noted that the
Irvine Pump Station has a permanent generator operated by natural gas. He
shared the District's process of acquiring the 2015 kWh portable generator. He
noted that due to the remodeling of the District's electrical panel at the Adams
Pump Station, the District was able to connect a portable generator to the station
from Calvert Avenue. He stated that the District has purchased a secondary,
portable generator for the Adams Pump Station. He noted that because of these
adjustments the 2015 kWh portable generator is no longer necessary.
Motion: To give the General Manager authority to auction the 2015 kWh portable
generator (Unit 7).
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no further discussion.
Action: 2. Consider approving budget adjustment in the amount of $65,000 from
Contingency Account to Pay for Sewer System Cleaning Services from National
Plant Services
Recommendation: That the Board of Directors consider approving budget adjustment in
the amount of $65,000 from Contingency Account to Pay for Sewer System Cleaning
Services from National Plant Services
Director Perry inquired about the start date for National Plant Services (NPS) to
perform sewer system cleaning for the District.
Mr. Carroll stated the sewer system cleaning by NPS should start this upcoming
week. He noted that District staff is working on receiving work orders from EEC
Environmental.
The Board discussed distributing a District press release regarding sewer system
cleaning by NPS.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Director Scheafer inquired about the District's recruitment efforts to fill the two
vacancies in the wastewater department.
Mr. Carroll shared that the District has received about twenty applications and will
begin conducting phone interviews. He noted that the Department of Justice has
delayed background checks, and that recruitment health screenings are not a
current priority for healthcare agencies.
Motion: To approve a budget adjustment in the amount of $65,000 from the
Contingency Account to Pay for Sewer System Cleaning Services from National
Plant Services.
Motion by Art Perry, second by Mike Scheafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no further- discussion.
Action: 3. Consider approving the transfer out $67,500 from the Asset Management
Fund, transfer into the Wastewater Fund and to appropriate $67,500 to CIP #311,
Manhole Surface Repair Program
Recommendation: That the Board of Directors consider approving the transfer out
$67,500 from the Asset Management Fund, transfer into the Wastewater Fund and to
appropriate $67,500 to CIP #311, Manhole Surface Repair Program.
Vice President Ooten provided report details.
Director Perry asked about the duration of Capital Improvement Project (CIP)
#311.
Mr. Carroll stated that CIP #311 is a continuous program to monitor and repair
deteriorating manholes.
Secretary Schafer inquired about the number of manholes that are rated Grade 4
and Grade 5.
Mr. Carroll stated that the District is working on repairing sixty-four manholes that
are rated Grade 3 to prevent further deterioration.
Director Perry inquired about the inspection process.
Mr. Carroll stated that District staff performs the inspections.
Vice President Ooten inquired if the District plans on hiring a contractor to repair
manholes that are rated Grade 4 or Grade 5.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Mr. Carroll stated that he is researching the use of artificial intelligence to inspect
manholes. He noted that he and Management Analyst I, Nabila Guzman, will
present their final research to the Board at a future date.
Director Scheafer discussed the manhole located at 3224 California Street.
Motion: To approve a transfer out of $67,500 from the Asset Management Fund,
a transfer into the Wastewater Fund, and to appropriate $67,500 to CIP #3111
Manhole Surface Repair Program.
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no further discussion.
Action: 4. Consider Approving the Local Agency Formation Commission (LAFCO)
Dues Structure for Special Districts Effective Fiscal Year 2021-2022 — Oral Report.
Recommendation: That the Board of Directors consider approving the Local Agency
Formation Commission (LAFCO) dues structure for Special Districts Effective Year
2020-2021.
Vice President Ooten stated that the District's fee for LAFCO is decreasing.
Director Scheafer stated that LAFCO's dues structure for fiscal year 2021-2022
has reached a consensus amongst special districts.
Secretary Schafer confirmed Director Scheafer's comment.
Motion: To approve the Local Agency Formation Commission (LAFCO) dues
structure for Special Districts Effective Fiscal Year 2020-2021.
Motion by Arlene Schafer, second by Mike Scheafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no further discussion.
Action: 5. Consider Nominating Board Secretary Arlene Schafer for Election to the
California Special Districts Association (CSDA) Southern Section Seat C.
Recommendation: That the Board of Directors consider nominating Board Secretary
Arlene Schafer for Election to the California Special Districts Association (CSDA)
Southern Seat C.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Motion: To nominate Board Secretary Arlene Schafer for election to the California
Special Districts Association (CSDA) Southern Section Seat C.
Motion by Art Perry, second by Mike Scheafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer
Not Present: Jim Ferryman
There was no discussion.
F. ENGINEER'S REPORTS
Action, Receive and File: 1. Receive and File the Monthly Capital Improvements
Project Status Report.
Recommendation: That the Board of Directors receive and file the report.
There was no discussion and the report was received.
G. TREASURER'S REPORTS
Nothing to report.
H. ATTORNEY'S REPORTS
District Counsel, Alan Burns, provided an update regarding COVID-19. He
discussed Executive Order N-25-30 which allows briefings on COVID-19 to a
governing body without it being on an official agenda. He noted that the governing
body can ask questions regarding COVID-19 but is not allowed to take action.
Director Perry asked if the District is in compliance with the Executive Orders
regarding agency closures due to COVID-19.
Mr. Burns stated that the District is in compliance as long as they continue their
wastewater operations and maintain a continuity of government.
Director Perry discussed the District's efforts to maintain open communication with
the public.
Discussion followed regarding the District's new operating procedures.
There was no further discussion.
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense reimbursement of
any kind is provided. Note: For meetings for which the per diem compensation is sought,
the Operations Code provides that such compensation is authorized for each day's
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD MARCH 23, 2020
service rendered as a Director at the request of the Board (not to exceed six days in one
month), and certain meetings are specified as being eligible as set forth in District
Operations Code § 3.01.030. For meetings not so listed, the Board must approve the
service for it to be eligible for the per day compensation.
1. Orange County Sanitation District (OCSD) - (Vice President Ooten)
Vice President Ooten stated that he attended OCSD's Operations Committee
meeting. He noted that the Committee is conducting an internal and external
evaluation of their 5-mile ocean outfall. He shared that the Committee discussed
recent environmental assessments. He stated that cities located in northern
Orange County will have to purchase water externally until their water facilities
are in accordance with clean water standards.
2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
No report given.
3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer)
Secretary Schafer shared that she attended the ISDOC meeting and provided a
brief update. She noted that ISDOC voted on the LAFCO dues structure for special
districts for fiscal year 2021-2022.
4. California Special Districts Association (CSDA) - (Secretary Schafer)
Secretary Schafer stated that she attended CSDA's Finance Corporation meeting
and provided a brief update. She noted that she interviewed potential candidates
for a vacant Board seat for CSDA. She thanked the Board for nominating her for
election to Southern Section Seat C for CSDA.
5. Special District Risk Management Authority (SDRMA) - (Director Scheafer)
Secretary Schafer noted that she attended SDRMA's Alliance Committee meeting
and provided a brief update.
Director Scheafer stated that SDRMA is an essential organization that has been
operating remotely. He shared that rates for workers compensation are stable, but
there will be rate increases of about 20% for liability and property insurance. He
noted that the California reinsurance market is declining.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55,
Operations Code Section 3.01.030
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Director Perry stated that he attended a recent Water Advisory Committee of
Orange County (WACO) meeting. He shared that the meeting discussed AB 2182
(Rubio) which addresses the act of Public Safety Power Shutoff (PSPS). He
recommended that the District researches AB 2182.
Secretary Schafer stated that she attended a Government Affairs Committee
meeting through Costa Mesa's Chamber of Commerce. She also shared that she
attended an International Women's Day luncheon hosted by Costa Mesa's
Chamber of Commerce.
Director Perry stated that he attended a Newport -Mesa Unified School District
meeting and provided a brief update about distance learning and new school
regulations. He also shared that he attended the City of Costa Mesa's City Council
meeting and gave a brief update on their public meeting procedures.
Director Scheafer stated that he attended a CSDA webinar discussing Brown Act
provisions in response to COVID-19.
There was no further discussion.
J. OLD BUSINESS
None at this time.
K. NEW BUSINESS
None at this time.
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Discussion: 1. Oral Communications and Director Comments
Director Scheafer commented on the meeting layout.
Vice President Ooten asked Mr. Carroll about the protective gear that has been
purchased for the wastewater staff.
Mr. Carroll stated that the face shields will be arriving this week. He shared that
the District has ordered more gloves and masks.
Secretary Schafer inquired about an update on the District's Master Plan and
Strategic Plan.
Mr. Carroll noted that he does not have an update on the Strategic Plan.
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MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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District Engineer, Michael Benesh, provided a brief update on the District's Master
Plan. He stated that EEC Environmental has provided more information regarding
the District's pump stations and that they are processing the flow coefficients
based on projected additional dwelling units.
Vice President Ooten suggested to the Board that they review the Study Session
meeting minutes of March 10, 2020 to receive a better understanding of the Master
Plan update.
Director Perry inquired about a meeting
Carroll and Director Scheafer. He asked
submit his March compensation report.
scheduled for March 31, 2020 with Mr.
Finance Manager, Kaitlin Tran, how to
Ms. Tran informed Director Perry that he can either mail his report to District
headquarters or email it to the District Clerk. She noted that she has mailed the
Board's paychecks and paycheck stubs.
Secretary Schafer expressed her concern about the Master Plan update
Mr. Carroll inquired if Secretary Schafer would prefer to have an additional
presentation at the next Study Session meeting.
Secretary Schafer stated that she would like to have another meeting on the matter
to prioritize the District's response to the Master Plan's results.
Mr. Carroll noted that he will strategize with Mr. Benesh to provide more
information.
Vice President Ooten expressed his agreement in receiving an additional Master
Plan update at the next Study Session meeting.
There was no further discussion.
M. ADJOURN TO CLOSED SESSION
No closed session.
N. RECONVENE TO OPEN SESSION AND REPORT OF ACTION TAKEN
No closed session.
O. CLOSING ITEMS
Procedural: 1. Adjourn
COSTA MESA SANITARY DISTRICT PAGE 11
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
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Vice President Ooten adjourned the meeting at 5:10 P.M.
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