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Minutes - Board - 2020-08-11COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 11, 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, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Alan Burns (District Counsel), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst 1), Edward Roberts (Code Enforcement Officer), Michael Benesh (Interim District Engineer) Others present Mike Carey, CR&R Environmental Services, Citizens Advisory Committee Member Jim Mosher, District resident Judith Gielow, Citizens Advisory Committee Member Meeting called to order at 9:30 A.M. A. OPENING ITEMS Procedural: 1. 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.) President Ferryman called the meeting to order at 9:30 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Ferryman, Vice President Ooten, Secretary Schafer, Director Scheafer, and Director Perry were present at this time. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 11, 2020 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Ferryman opened public comments. Hearing no one wishing to address the Board, President Ferryman closed public comments. C. ITEMS OF STUDY Action, Presentation: 1. Introduction of Mike Carey, CR&R Environmental Services Senior Sustainability Coordinator Recommendation: That the Board of Directors receive the introduction. President Ferryman expressed recognition for Mr. Carey as CR&R Environmental Services' Senior Sustainability Coordinator for the District. Mr. Carey thanked the Board and expressed his excitement to work for CR&R and the District. There was no further discussion. Action, Receive and File: 2. July 2020 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and file this report. Code Enforcement Officer, Edward Roberts, presented report details. He noted that, in July 2020, he conducted a series of four investigations throughout the District's service area which involved in -person contacts with scavengers. Director Perry inquired about whether an investigation took place on Royal Palm Drive. Mr. Roberts stated that this investigation involved a repeat offender. He shared that the offender is an occupant of the area and is difficult to communicate with. He noted that the Costa Mesa Police Department is aware of the offender. Director Scheafer stated that the offender scavenges through the receptacles located in the alleyway of Royal Palm Drive. Mr. Roberts described the area surrounding the street that the offender frequents. Vice President Ooten inquired if the offender has grey hair and rides a bicycle. Mr. Roberts shared that the offender has long hair, a beard and has a height of 62". He stated that his report includes 123 locations throughout the District's COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 11, 2020 service area that were issued warnings for trash carts in public view in July 2020. He noted that these locations included first and repeat offenders. Director Perry inquired if 123 is the average number of locations per month. Mr. Roberts noted that the average ranges from 90 to 100 locations. Vice President Ooten asked Mr. Carey about where scavengers take their collected recyclables. Mr. Carey stated that people without vehicles are taking their recyclables to a supermarket on Fairview Road and MacArthur Boulevard that has a recycling station. Director Perry instructed Mr. Carey to provide the District with the address of the recycling station to share with the public. There was no further discussion, and the report was received. Action, Receive and File: 3. July 2020 Organics Recycling Report Recommendation: That the Board of Directors receives and file this report. General Manager, Scott Carroll, stated that there is no report for July 2020. He shared that CR&R was unable to submit their report in time for today's meeting. He noted that the July 2020 Organics Recycling Report will be presented at the September Study Session meeting. There was no further discussion. Action, Receive and File: 4. July 2020 Solid Waste Diversion Report Recommendation: That the Board of Directors receives and file this report. Mr. Carroll stated that there is nothing to report since solid waste reporting has been temporarily delayed until District staff can confirm the accuracy of the data. Vice President Ooten inquired about information regarding the weight and location of the District's solid waste. He noted that CR&R is charging the District based on the tonnages collected. Mr. Carey stated that he will research that information for the District. There was no further discussion. Action, Discussion: 5. Discuss Suggested Revisions by the Policy Review Ad Hoc Committee of District Operations Code, Employee Handbook, Administrative Policies and Board of Directors Procedures Handbook COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 1112020 Recommendation: That the Board of Directors direct staff to bring back the final version of the Operations Code, Employee Handbook, Administrative Policies and Board of Directors Procedures Handbook to the August 24, 2020 Board of Directors meeting for adoption consideration. Mr. Carroll presented report details. He stated that, on May 23, 2019, the Board approved the formation of the Policy Review Ad Hoc Committee which consisted of Directors Perry and Scheafer and Citizens Advisory Committee Members Monte Fields and Steven Takahashi, later replaced by Sue Lester. He noted that the Committee reviewed the District's Operations Code, Employee Handbook, Administrative Policies, and the Board of Directors' Procedures Handbook. He shared that District Counsel, Alan Burns, has reviewed the District policies. He mentioned two Employee Handbook policies, 1.2 Harassment, Discrimination, Retaliation and 3.4 Drug and Alcohol Abuse and Contraband, which are not included in the staff report and will be submitted for review at the August 2020 Board of Directors' meeting. He discussed the District's Operations Code. Directors Perry and Scheafer expressed recognition for the Committee's review of the Operations Code. Mr. Carroll discussed the Employee Handbook which consists of personnel policies. Director Scheafer requested for Mr. Carroll to discuss policy 3.6 of the Employee Handbook. Mr. Carroll stated that policy 3.6 was incorporated as a result of the COVID-19 pandemic. Secretary Schafer commented on the voting guidelines discussed in the Board of Directors' Procedures Handbook. She inquired about the procedure for being absent when a meeting agenda is posted. Mr. Carroll noted that he will address her comment when they discuss the Board of Directors' Procedures Handbook. He reviewed policy 3.6 of the Employee Handbook and stated that the policy provides employees with a safe work environment during the COVID-19 pandemic. He highlighted a few safety measures in the policy, including the requirements of having guests complete a health questionnaire before entering District facilities, wearing masks in shared spaces, implementing the six -feet rule of social distancing, and disinfecting workspaces and equipment. Director Perry expressed support for the Employee Handbook. Mr. Carroll discussed the Administrative Policies Manual. He stated that there are a few new policies that have been added to the manual including the Naming of District Facilities and the Website and Mobile Application Privacy policies. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 11, 2020 Director Perry inquired about the Petty Cash policy and how much money is accessible for an emergency. Mr. Carroll stated that the Petty Cash policy is a new policy. He noted that, in the past, the District did not have any cash readily accessible for an emergency. He shared that District staff discussed how much cash would be necessary to have on hand during an emergency. He added that there is no standard amount for this situation. Finance Manager, Kaitlin Tran, stated that, previously, District staff has discussed having $10,000 accessible for emergencies at the District Yard and Headquarters, but has reduced that amount to $5,000 for each facility. Director Perry commented on the emergency funds of Estancia High School. He stated that $5,000 is a reasonable amount. Mr. Carroll explained that the money would be used primarily to purchase supplies and resources for staff. Director Scheafer stated that he agrees with the amount. He noted that, due to the COVID-19 pandemic, many businesses are not accepting cash. He commented that it is important to have credit readily available. Mr. Carroll discussed the need for having cash on hand in relation to a natural disaster, such as an earthquake, that could affect electricity and internet access. Vice President Ooten shared that Orange County Sanitation District (OCSD) has a trailer filled with earthquake supplies. He inquired if the District has a policy regarding emergency supplies. Mr. Carroll confirmed that the District has emergency supplies at the District Yard and Headquarters. He reviewed the Board of Directors' Procedures Handbook. He discussed Mr. Mosher's comments regarding the revisions to the handbook. He noted that handbook has not been edited to reflect the revisions, but the suggested revisions are available for review. Vice President Ooten inquired if District staff reviewed OCSD's Board of Directors' policy manual. Mr. Carroll stated that District staff did not review that manual but has reviewed policy manuals of other agencies. Director Scheafer inquired if the Board of Directors' Procedures Handbook has a policy regarding security at public meetings. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 1112020 Mr. Carroll stated that the General Manager has the purview of providing security at public meetings. He added that if the Board finds it necessary, then the District will provide security. Vice President Ooten recommended establishing a policy that authorizes the General Manager to provide security at public meetings. Director Scheafer expressed agreement with Vice President Ooten's recommendation. Mr. Carroll noted that District staff will draft a policy on the matter. Director Perry inquired if Board members are required to submit agenda items to the Board President. District Counsel, Alan Burns, stated that the Operations Code discusses the procedures for placing an item on the agenda. Mr. Carroll recommended including the policy in the Board of Directors' Procedures Handbook. Director Perry recommended including the policy regarding electronic devices in the Board of Directors' Procedures Handbook. Mr. Burns suggested adding the procedures for recusal to the Board of Directors' Procedures Handbook. Mr. Carroll stated that District staff will finalize the documents and present them at the August 2020 Board of Directors' meeting for adoption. There was no further discussion. Action: 6. Sewer Master Plan Update Status Recommendation: That the Board of Directors direct staff to bring back the Sewer Master Plan to the September 28, 2020 Board of Directors meeting. Vice President Ooten expressed recognition for the Sewer Master Plan Update Status report. He discussed the Capital Improvement Projects (CIP) and noted that the District has many brick manholes that need rehabilitation. He inquired about a set of criteria to determine which manholes need repair and recommended having a plan to routinely fund manhole repairs and replacements. Mr. Carroll stated that District staff will develop a set of criteria to evaluate which manholes need rehabilitation. Interim District Engineer, Michael Benesh, stated that the City of Costa Mesa will repair manholes if they are involved in a City project. He noted that the District COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 11, 2020 reimburses the City for their work. He discussed projects that involve field crews identifying and repairing issues with manhole covers and frames. He inquired if the Board has any questions regarding the Sewer Master Plan Update Status report. Vice President Ooten and Director Perry expressed recognition for the report. Vice President Ooten inquired if Mr. Benesh can assign a schedule to the sewer improvements with priority ranking. Mr. Benesh stated that the areas that have been identified for improvement will be monitored every few years until they reach the point at which they need replacement. Vice President Ooten inquired about the Canyon Pump Station and its pump capacity. Mr. Benesh stated that the Canyon Pump Station's force main has been upgraded, but he is unsure if the full project for the pump has been completed. There was no further discussion, and the report was received. Action: 7. Consider Adopting Resolution No. 2020-932 endorsing the following candidates to serve on the Independent Special Districts of Orange County (ISDOC) Executive Committee: Mark Monin, El Toro Water District — President, Arlene Schafer, Costa Mesa Sanitary District —1 st Vice President and Mary Aileen Matheis, Irvine Water District — 2nd Vice President Recommendation: That the Board of Directors adopt Resolution No. 2020-932 endorsing the following candidates to serve on the Independent Special Districts of Orange County (ISDOC) Executive Committee: 1. Mark Monin, El Toro Water District — President 2. Arlene Schafer, Costa Mesa Sanitary District — 1 st Vice President 3. Mary Aileen Matheis, Irvine Water District — 2nd Vice President Director Perry inquired if ISDOC placed a hold on the voting process to allow more candidates to run. Director Scheafer stated that none of the candidates listed on Resolution No. 2020- 932 have been endorsed by their respective districts. He added that candidates have until September 11, 2020 to file their paperwork to serve on ISDOC's Executive Committee. He noted that he would prefer to delay the Board's endorsement until the filing deadline. Secretary Schafer stated that members of ISDOC are torn on the issue of voting on a slate. She shared that the President of ISDOC recommended for each district to submit a proclamation for their candidate. She noted that she prefers a slate vote. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 1112020 ........._._.-- Vice President Ooten inquired if ISDOC has a nominating committee. Secretary Schafer stated that ISDOC does not have a nominating committee. Director Scheafer commented that ISDOC relies on their President to provide candidates to serve on the Executive Committee. He stated that he would prefer to vote on the slate of officers once each candidate has been approved by their own district. He noted that he currently only supports Secretary Schafer to serve on ISDOC's Executive Committee. Secretary Schafer recommended adopting a resolution or proclamation that nominates her as First Vice President for ISDOC's Executive Committee. Director Scheafer and Vice President Ooten expressed support for Secretary Schafer's recommendation. Director Perry suggested placing the resolution on the agenda for the Board of Directors' meeting on August 24, 2020. Secretary Schafer shared that she will be sharing her candidate statement with the Board. Vice President Ooten inquired if the Board should nominate Secretary Schafer for a specific position on ISDOC's Executive Committee. Secretary Schafer stated that the specific position of each candidate is part of the slate vote. The Board directed staff to have a resolution prepared for the Board of Directors' meeting on August 24, 2020 that nominates Secretary Schafer to serve as First Vice President of ISDOC's Executive Committee. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Director Scheafer shared that Dennis Timoney, Chief Risk Officer of Special Districts Risk Management Authority (SDRMA), is retiring on August 14, 2020. He added that SDRMA and the California Special Districts Association (CSDA) are hosting a virtual farewell recognition on August 12, 2020 at 3:00 p.m. He noted that he shared the invitation weblink with Ms. Middenway. Additionally, he discussed the Local Meetings section of the Board of Directors' meetings and recommended that Board members submit a written report on the local meetings they attended with their monthly reimbursement forms rather than presenting an oral report at each Board meeting. He noted that the District Counsel and the COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 1112020 General Manager have confirmed that this procedural change is acceptable. He stated that a written report will result in consistent and concise reporting for the public. Secretary Schafer and Vice President Ooten expressed support for Director Scheafer's recommendation. President Ferryman inquired if the Board needs to take formal action on Director Scheafer's recommendation. Director Scheafer clarified that he requested for Mr. Carroll to place his recommendation on the upcoming Board of Directors' meeting agenda on August 24, 2020. Director Perry stated that the Board should be given the option to speak about a local meeting if it is pertinent to the Board's meeting. Vice President Ooten expressed support for Director Perry's statement and noted that some Board members attend meetings on the same day as District Board meetings. Secretary Schafer suggested that the Board send a congratulatory letter to Mr. Timoney on his retirement. Director Scheafer suggested that the District issue a proclamation as a thank you to Mr. Timoney. Vice President Ooten noted that Director Scheafer and Secretary Schafer will need to provide Mr. Carroll with input for the proclamation. Director Scheafer expressed his congratulations to President Ferryman and Director Perry for running for another term on the District's Board of Directors. Secretary Schafer inquired about having a banner on CR&R's trash trucks that serve the District's service area. Mr. Carey noted that he is currently working on that project. He added that CR&R's truck fleet for the District's service area has recently been repainted. There was no further discussion. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 11, 2020 Procedural: 2. Adjournment President Ferryman adjourned the meeting at 10:26 A.M.