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Minutes - Board - 2013-02-04 ITEM NO. 01 �gP AN1Tgiy tea, �Q s� +o n ,,,,�..o" da n u�7 cG*PORAIO\ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING FEBRUARY 4, 2013 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in special session on February 4, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: James Ferryman, Art Perry, Mike Scheafer, Robert Ooten STAFF PRESENT: Scott Carroll, General Manager; Noelani Middenway, Deputy District Clerk; Alan Burns, District Counsel OTHERS PRESENT: Al Morelli, Resident; Trudy Hall, Resident; Rick Kapko, Resident PUBLIC COMMENT President Ferryman invited members of the public to address the Board. There were no public comments. President Ferryman reported that the Board of Director's had 60 days to decide how to fill the vacant Director position. President Ferryman stated that today's meeting is to discuss the application process. President Ferryman opened discussion with the Board. Director Scheafer noted that he and Director Ooten had been charged with developing potential interview questions for the candidates. He noted that he and Director Ooten met twice and were able to devise the following questions: 1. What does the candidate envision the future of the District to be? 2. What can the candidate do to help the District achieve the strategic plan goals? COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD FEBRUARY 4, 2013 3. How do the candidates see themselves fitting in their role as a Director and as a collective body? 4. Can the candidate devote time to the District and attend all meetings? 5. What does the candidate know about the District in particular and the structure of Special Districts? Director Scheafer expressed concern that the candidates may tend to focus on past achievements and their involvement in the community, and while he and Director Ooten have an appreciation for that, they are looking for candidates with a vision for the future. Director Ooten suggested that the application include the following: 1. A candidate statement noting the candidate's vision of the District's operating plan for the future. 2. A resume oriented toward how it would be helpful to the Board and ratepayers. 3. Describe the candidate's role and responsibilities to the Board. 4. Describe the candidate's vision for dealing with sewer and trash and his/her responsibility to rate payers. 5. Identify two cost saving measures in either sewer or solid waste. 6. Describe why the candidate's qualifications would be important to the citizens and Board and how they would be beneficial to the residents. Director Ooten suggested consideration of creating a citizens group of three members of the public to help with the review of applications and to provide a recommendation to the Board. Director Perry noted that he would like a basic application form as the first page; followed by a second page that included a candidate statement of no more than 200 words, followed by a resume. He added that he liked the idea of requesting the candidate's qualifications in the areas of sewer and solid waste and stated that he didn't see it necessary to form a citizens group to review the applications as time was of the essence. Discussion followed regarding the timeline to advertise the vacancy, setting a deadline, posting the applicants, and establishing timeline to nominate and appoint the Director. President Ferryman noted that the goal is to have the nominated candidate seated at the February 27, 2013 Board meeting. Discussion followed regarding the process of swearing in the new Board member, and whether or not a candidate could be nominated without conducting an interview. District Counsel Burns indicated that the Board would be able to select a candidate on any basis it so chose. He noted that the selection process would need to be conducted in public and not informally. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD FEBRUARY 4, 2013 Discussion followed regarding the establishment of a special meeting to conduct interviews, how the application process is to be circulated for publication, increasing the candidate statement from 200 to 250 words, and the outreach method for advertising applications. The Board requested the public notice be circulated in the Orange County Register and the Daily Pilot and for the notice to direct potential applicants to the District's website or the District office to obtain the application and supplemental questionnaire. General Manager Carroll clarified the following items must be included - application, resume, candidate statement, vision for the district, role as a board member. President Ferryman indicated that he felt it was important for the candidates to identify their impression of a Board Member's role along with their responsibilities. He noted that the role of a Board Member is to hire and fire the General Manager and to set policy and not to cross the line into management. Discussion followed regarding setting the date to schedule interviews. It was the consensus of the board to meet at 9:00 a.m. on February 22, 2013. The Board decided that a Special Meeting will follow at the conclusion of the Operations Committee meeting on February 19th to review the applications. President Ferryman provided an opportunity for public comment. Ms. Trudy Hall made comments about reviewing and interviewing the applications in public. Director Perry inquired if the vacancy notice is complete to date. Ms. Middenway indicated that the legal posting requirements had been met by posting the notice of vacancy at District Headquarters, the Neighborhood Community Center, and Mesa Water District, as well as the District's website. Director Perry confirmed that a special meeting will be held following the Operations Committee meeting on February 19, 2013. Mr. Richard Kapko inquired if the interview process was to be held in open session. District Counsel Burns clarified that applicants will be interviewed, at random, in open session. Discussion followed regarding how the interview questions would be incorporated into the application. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD FEBRUARY 4, 2013 District Counsel Burns suggested that the Board authorize President Ferryman or the Ad Hoc Committee to make minor adjustments to the questionnaire. The Board approved the deadline for submitting applications as Friday, February 15, 2013 at 3:00 p.m. ADJOURN TO CLOSED SESSION WITH LEGAL COUNSEL TO DISCUSS PUBLIC EMPLOYEE PERFORMANCE EVALUATION (GOV. CODE SECTION 54957)—TITLE: GENERAL MANAGER President Ferryman adjourned to closed session at 10:04 a.m. to discuss General Manager Carroll's past performance and goals for the future. RECONVENE TO OPEN SESSION AND MAKE ANY APPROPRIATE ANNOUNCEMENTS President Ferryman reconvened into open session at 10:17 a.m. and reported out that General Manager Carroll successfully completed all of his goals of the past year and noted that other aspects of his performance. ADJOURNMENT There being nothing further to report, President Ferryman adjourned the meeting at 10:18 a.m. Art Perry J. es Ferryman Secretary -sident