14 - CONSIDER ESTABLISHING SECOND MONTHLY BOARD MEETINGCOS(Ar,lq 9VESA S
Memorandum
To: Board of Directors
ITEM 14
... an Independent Specia(District
From: Scott Carroll, General Managers --
Date: July 26, 2012
Subject: Consider Establishing a Second Monthly Board Meeting to
Replace the Operations Committee
Summary
On April 16, 2012, the Board of Directors adopted Resolution No. 2012 -812 that
consolidated the Sewer and Recycling Committees into the Operations Committee.
The committee meets once a month, typically the 3rd Tuesday of the month, where
one regular board member serves as the Chairman of the Committee along with one
rotating board member.
Staff Recommendation
That the Board of Directors gives direction to staff
Analysis
When the Operations Committee meets only two board members can partake in
discussions and action items because if more than two board members participate it
would no longer be considered a committee meeting, but rather a board meeting.
However, all board members have been attending the Operations Committee and all
board members have been attending previous committees such as the Sewer System
Committee before it was combined with the Recycling Committee to become the
Operations Committee.
Observing board members may have important information to share, but cannot do so.
Resolving this would simply require the discontinuance of the Operations Committee
and instead, establish regular Board meetings to discuss and take action on sewer
and solid waste related issues.
Protecting our community's health andthe environment 6yproviding solidwaste andsewercollection services
crosdca.gov
Board of Directors
July 26, 2012
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One advantage to having two board meetings is that staff does not have to wait a
month for Board action. One disadvantage is that at least three board members need
to attend to have a quorum, but since most of the Board members have been
attending committee meetings, a second board meeting should not lack a quorum.
If the Board does decide to disband the Operations Committee and establish a second
monthly Board meeting than staff recommends the following:
1. Agendas should only focus on sewer and solid waste related items. Other
items that are typically approved by the Board at the end of the month such
as warrants, director expenses, minutes, occupancy reports and payments
to CR &R and CR Transfer, Treasurer's Reports, and reports about local
meetings should be considered for approval at the end of the month.
2. Schedule the meeting to begin at 9:30 am. This will allow other
stakeholders in the community to attend and participate such as OCC, the
City of Costa Mesa, OC Goodwill, Mika Community Development, and
CR &R.
3. Schedule the Board meetings on regular standard days like the second and
fourth Thursday of the month. This will make it easier for members of the
public to remember Board meeting days. I believe Thursday mornings may
be difficult for the District Counsel to attend, so maybe the Board can
consider the second and fourth Wednesday of the month.
Strategic Element & Goal
Not applicable
Legal Review
If the Board approves two board meetings a month, District Counsel will report back
with an amended operations code.
Financial Review
There is a fiscal impact to having two board meetings every month. District Counsel
will need to attend the second board meeting of the month. It is estimated that it may
cost the District an additional $6,516 a year for District Counsel services.
Committee Recommendation
Not applicable
Board of Directors
July 26, 2012
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Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for
the July 26, 2012 Board of Directors regular meeting at District Headquarters and on
District's website.
Alternative Actions
1. Direct District Counsel to report back with a prepared ordinance that disbands
the Operations Committee and establishes a second monthly Board meeting.
2. Do nothing and remain status quo.
3. Direct staff to report back with additional information.