VENTURA REGIONAL SANITATION DISTRICT Minutes of the Regular Meeting of January 28, Partridge Drive, Ventura, California

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1 VENTURA REGIONAL SANITATION DISTRICT Minutes of the Regular Meeting of January 28, Partridge Drive, Ventura, California Chairman Perello called the meeting to order at 8:33 a.m. 1. Roll Call The Clerk of the Board called the roll; the following Board Members were present: Douglas Breeze Betsy Clapp Betty Hernandez Kevin Kildee James Monahan Rick Neal Bert Perello Joel Price City of Port Hueneme City of Ojai Special Districts City of Camarillo City of San Buenaventura City of Fillmore City of Oxnard City of Thousand Oaks Staff present: Mark Lawler, General Manager; Robert Kwong, Legal Counsel; Vickie Dragan, Director of Finance and Administration; Frank Kiesler, Director of Operations; Janet Chu-Hooker, Human Resources Analyst; Michael Castro, Management Analyst; Sandy Warren, Management Analyst; Lisa McKinley, Management Specialist; Michelle Ascencion, Clerk of the Board. 2. Pledge of Allegiance The Pledge was led by Sarah Meacham. 3. Amendments to the Agenda No amendments were made. General Manager Lawler introduced the new Clerk of the Board. 4. Approval of Minutes It was moved by Director Kildee, seconded by Director Breeze, to approve the revised minutes of the January 7, 2016 Regular Meeting. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. 5. Public Comments None. PRESENTATION (Item 6 only) 6. PFM Asset Management, LLC 4 th Quarter Review of Portfolio Ms. Sarah Meacham, Director of PFM Asset Management LLC gave a presentation. Discussion ensued between the Board and Ms. Meacham. No action was taken. (At this time, the Board chose to move Item 8 up on the agenda, ahead of Item 7.) ACTION ITEMS (Items 7 through 9) Item #6

2 VRSD MINUTES 2 JANUARY 28, Investment Policy Reaffirmation Discussion ensued among the Board, staff, and Ms. Meacham. It was moved by Director Kildee, seconded by Director Monahan, to affirm the policy as it currently stands. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. 7. Committee Appointments Chairman Perello recommended the following appointments: Executive Committee Chairman Perello, Chairman-Elect Sharkey, former Chairman Neal. Facilities Committee Chairman Perello, Director Clapp, Director B. Hernandez, Director M. Hernandez. Personnel & Finance Committee Chairman Perello, Director Kildee, Director Monahan, Director Price. Ventura County Regional Energy Alliance Director Sharkey as the Representative, Director Clapp as the Alternate. It was moved by Director Breeze, seconded by Director Monahan, to dissolve the Malibu Bay Club and VRSD/TSD Contract Renewal ad hoc committees. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. It was moved by Director Neal, seconded by Director Monahan, to direct staff to review the bylaws as pertains to the composition of committees and a policy on the committee reporting to the full Board, and to make recommendations to the Board for revisions to the bylaws at a future meeting. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. 9. VRSD Resolution No Installment Sale Agreement with Bank of America Finance Director Dragan gave a report. It was moved by Director Price, seconded by Director Monahan, to adopt VRSD Resolution No , authorizing the execution and delivery of installment sale agreements, and authorizing and directing certain actions in connection with the Phase 4 Liner project at the Toland Road Landfill and refinancing of the four outstanding Installment Sale Agreements; and to Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. INFORMATION ITEMS (Items 10 through 14) 10. Revenue & Expense Report November 2015; December Disbursement Report December 2015

3 VRSD MINUTES 3 JANUARY 28, Violations Solid Waste none; Water & Wastewater none 13. Article: Solar is in, biomass energy is out and farmers are struggling to dispose of woody waste Ventura County Star (via Los Angeles Times), published January 15, Future Meetings, Seminars and Conferences Personnel & Finance Committee, February 2, Board Room, 8:30 a.m. Executive Committee, February 2, Board Room, following P&F Board of Directors, February 4 & 18, Board Room, 8:30 a.m. Board Retreat, February 10, Courtyard by Marriott Camarillo, 8:30 a.m. - 1:00 p.m. CASA Washington D.C. Conference, February 22 24, 2015 It was moved by Director Price, seconded by Director Kildee, to receive and file the information items. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried. One public speaker: Nan Drake, representing Agromin and Harrison, commented on Item #13. Discussion ensued among the Board & Ms. Drake. NEW BUSINESS (Items 15 and 16) 15. Discussion a. Board Director Monahan and Chair Perello reported on attending the recent CASA winter conference. Chair Perello also reported on the City of Oxnard s recent meeting with the County watershed protection district and various other agencies, regarding the SCR3 levy and dumps along the Santa Clara River. b. General Manager Lawler announced that the Board s February 4, 2016 meeting would be cancelled, due to the Board s annual retreat and goal planning session on February 10, Pending Agenda Items Future Solid Waste Facilities and Executive Committee Develop Communication Plan to Educate Legislators on VRSD Business. There was no discussion. CLOSED SESSION (Item 17 only) 17. Closed Session Attorney Kwong made the following closed session announcement:

4 VRSD MINUTES 4 JANUARY 28, 2016 It is the intention of the Ventura Regional Sanitation District Board of Directors to meet in closed session to consider the following item: CONFERENCE WITH LABOR NEGOTIATORS (Gov. Code, ) DISTRICT DESIGNATED REPRESENTATIVES: Peter Brown, Esq. and Janet Chu-Hooker EMPLOYEE ORGANIZATIONS: Service Employees International Union (SEIU), Local 721 International Union of Operating Engineers (IUOE), Local 501 The Board recessed at 9:50 a.m. to closed session and reconvened at 10:54 a.m. No further announcements were made. ADJOURNMENT With no further business, the meeting adjourned at 10:54 a.m. Bert Perello, Chairman Michelle Ascencion, CMC, Clerk of the Board

5 VENTURA REGIONAL SANITATION DISTRICT Minutes of the Special Meeting of January 28, Partridge Drive, Ventura, California Chairman Perello called the meeting to order at 10:56 a.m. 1. Roll Call The Clerk of the Board called the roll; the following Board Members were present: Douglas Breeze Betsy Clapp Betty Hernandez Kevin Kildee James Monahan Rick Neal Bert Perello Joel Price City of Port Hueneme City of Ojai Special Districts City of Camarillo City of San Buenaventura City of Fillmore City of Oxnard City of Thousand Oaks Staff present: Mark Lawler, General Manager; Robert Kwong, Legal Counsel; Frank Kiesler, Director of Operations; Janet Chu-Hooker, Human Resources Analyst; Michael Castro, Management Analyst; Michelle Ascencion, Clerk of the Board. 2. Public Comments None. CONSENT ITEMS (None) NEW BUSINESS (Item 3 only) 3. Consider and Act upon VRSD Board Executive Committee Report on General Manager Recruitment a. Consider and approve the draft recruitment brochure developed by Ralph Andersen & Associates. b. Discuss and authorize reimbursement of travel costs for prospective General Manager candidates. c. Take such additional, related action that may be desirable. Director Neal gave a report. Discussion ensued among the Board, staff, and consultant Mike Sedell. It was moved by Director Neal, seconded by Director Kildee, to approve the draft recruitment brochure with some minor revisions as discussed, and to authorize travel reimbursement up to $400 for in-state candidates, $800 for out-of-state candidates. Directors Breeze, Clapp, B. Hernandez, Kildee, Monahan, Neal, Price, and Chairman Perello were in favor. Motion carried.

6 VRSD MINUTES 2 JANUARY 28, 2016 SPECIAL MEETING CLOSED SESSION (None) ADJOURNMENT With no further business, the meeting adjourned at 11:13 a.m. to the February 10, 2016 Special Meeting. Bert Perello, Chairman Michelle Ascencion, CMC, Clerk of the Board

7 VENTURA REGIONAL SANITATION DISTRICT Minutes of the special meeting of February 10, 2016 Courtyard by Marriott, 4994 Verdugo Way, Camarillo, California Chairman-Elect Sharkey called the meeting to order at 8:51 a.m. 1. Roll Call The Clerk of the Board called the roll; the following Board Members were present: Betsy Clapp Betty Hernandez Martin Hernandez Kevin Kildee James Monahan Rick Neal Jonathan Sharkey City of Ojai Special Districts City of Santa Paula (arrived at 9:15 a.m.) City of Camarillo City of San Buenaventura City of Fillmore City of Port Hueneme Absent: Chairman Bert Perello (City of Oxnard), Director Joel Price (City of Thousand Oaks) Staff present: Mark Lawler, General Manager; Mark Zirbel, Legal Counsel; Robert Kwong, Legal Counsel; Vickie Dragan, Director of Finance and Administration; Frank Kiesler, Director of Operations; Richard Jones, Water/Wastewater Operations Superintendent; Janet Chu-Hooker, Human Resources Analyst; Michael Castro, Management Analyst; Regina Williams, Management Analyst; Sandy Warren, Management Analyst; Michelle Ascencion, Clerk of the Board. 2. Pledge of Allegiance The Pledge was led by Chairman-Elect Sharkey. 3. Public Comment None. CONSENT AGENDA (Items 4 only) 4. Changes to VRSD Contract No CPS HR Consulting Classification and Compensation Study a. Authorize the extension of VRSD Contract No with CPS HR, for a Classification and Compensation Study to June 30, b. Authorize the addition of $7,460 for a total not to exceed $50,000 to VRSD Contract No with CPS HR, for the Classification and Compensation Study. It was moved by Director Kildee, seconded by Director Neal, to authorize the extension and addition as presented. Directors Clapp, B. Hernandez, Kildee, Monahan, Neal, and Sharkey were in favor. Motion carried.

8 VRSD BOARD MINUTES 2 FEBRUARY 10, 2016 SPECIAL MEETING PRESENTATION (Items 5 through 7) 5. Mid-Year Financial Update, 6. Reserves Update, 7. Capital Improvement Plan (CIP) General Manager Lawler made some introductory remarks. Management Analyst Castro gave a presentation on the Mid-Year Financial Update. (Director M. Hernandez arrived at 9:15 a.m.) Finance Director Dragan gave a presentation on the Reserves Update. The Board took a brief break at 9:47 a.m.; the meeting resumed at 10:02 a.m. (Director Monahan left the meeting at 9:50 a.m.) Operations Director Kiesler gave a presentation on the Capital Improvement Plan, and General Manager Lawler gave a presentation on Capital Project Funding. Discussion ensued among the Board and staff throughout the presentations. GOALS SETTING SESSION (Item 8 only) 8. Goals Setting Session a. Review of FY Adopted Goals The Board received a list of last year s goals. b. Conduct a goals setting session for Fiscal Year General Manager Lawler provided a list of last year s goals and presented the following Staff Recommended Goals: 1) New Board resolution regarding post-closure financial assurances to Cal Recycle 2) Application for landfill permit time extension 3) Revision to Solid Waste rates 4) Evaluate gas-to-energy options Discussion ensued among the Board and staff. The Board approved the proposed goals by acclamation.

9 VRSD BOARD MINUTES 3 FEBRUARY 10, 2016 SPECIAL MEETING INFORMATION ITEMS (Item 9 only) 9. Finance Department Organizational Review General Manager Lawler gave a brief overview on the final report by fiscal consultant William Statler. Discussion ensued among the Board and staff. Adjournment The meeting was adjourned at 11:17 a.m. to the Regular Meeting to be held February 18, 2016 at the Ventura Regional Sanitation District office. Bert Perello, Chairman Michelle Ascencion, CMC, Clerk of the Board