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02 - Minutes Study Session 2013-12-10 - FINAL DRAFT C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS S TUDY S ESSION D ECEMBER 10 , 2013 ______________________________________________________________________ I. C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in study se ssion on December 10 , 2013 at 9 :30 a .m. at 628 W. 19 th Street, Costa Mesa , Vice President Scheafer presiding. II. R OLL C ALL D IRECTORS P RESENT : Mike Scheafer , Robert Ooten, Art Perry , Arlene Schafer D IRECTORS A BSENT : James Ferryman S TAFF P RESENT : Scott Carroll, General Manager ; Anna Sanchez, Administrative Service Manager; Robin B. Hamers, District Engineer; Javier Ochiqui, Management Analyst ; Noelani Middenway, D eputy C lerk of the District ; Elizabeth Pham, Management Assistant O THERS P RESENT : Lawrence Jones, CR&R;L Ji m Mosher, Resident III. P UBLIC C OMMENTS - None IV . I TEMS OF S TUDY a. Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the November 2013 report. General Manager Scott Carroll offered to respond to questions fr om the Board. Members of the Board concurred to receive and file the November 2013 report. b. Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll offered to respond to questions from the Board. In response to an inquiry from Vice President Scheafer, Mr. Carroll reported that the C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ Enforcement Officer will go to sites for which complaints have been received and will patrol the area. He added that the Enforcement Officer i s familiar with areas where scavengers tend to target and will patrol them as well. Discussion followed regarding the College Park area and reasons for increases in scavenging. Members of the Board concurred to receive and file the report. c. Battery Recycling Pilot Program Update Recommendation: That the Board of Directors receive and file the report. Management Analyst Javier Ochiqui announced that the Battery Recycling Pilot Program has been a success so far. He reported that over 1,600 pounds of batteries have been collected in the last two months. He added that teachers seem to like the program and addressed classification of prizes and calculation of pounds per student. He offered to respond to questions from the Board. Vice President Scheafe r stated that prizes would be determined by pounds collected and noted that one of the participating schools has low enrollment. It was noted that it would not be appropriate t o change the basis of the calculation for prizes in the middle of the program. Discussion followed regarding considering the length of the program going forward. Mr. Ochiqui reported that staff will continue to monitor the program and will return to the Board with recommendations to consider. He noted that battery usage increases during the holidays. In response to Vice President Scheafer's inquiry, Mr. Ochiqui reported that even though they are not supposed to, people tended to put used batteries i n the trash. He added that they are not always pulled out at the materials recycling facility (M RF ) at CR&R. Vice President Scheafer stated that it is more difficult to coordinate the program at the high -school level than it is at the elementary - or middle -school level. Discussi on followed regarding Waldorf School, battery collection at O range Coast College, the possibility of having a battery coll ection at the Senior Center and disposal of the batteries at CR&R. Vice President Scheafer indicated that the awards should be based as originally planned and communicated. Director Ooten suggested implementing the program for a longer period of time and having batteries collected year -round. C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ It was noted that presently, the program begins in September and ends in May. Members of the Board concurred to receive and file the report. d. Trash Cans in Alley Update Recommendation: That the Board of Directors receive and file the report. Management Analyst Ochiqui presented details of the report noting previous direction by the Board on the matter. He addressed the number of alleys in the City, number of alleys inspected by the Enforcement Officer so far, resident responses and compliance. He reported that the Enforcement Officer will continue to monitor alleys but, the present pace is slow. He stated that without consistent monitoring and enforcement, most residents will go back to their old habits and place trash cans in alleys and noted there would be additional costs if the Board decides to expand the program. In response to an inquiry from Vice President Scheafer, Mr. Ochiqui stated that a pilot program was established for seven (7) specific alleys. Director Schafer commented positively on the report and asked if notices have been posted regarding the ordinance. Mr. Och iqui responded that a notice has been published in the CMSD newsletter advising residents of the ordinance and illustrating proper placement of trash containers. Director Schafer suggested the possibility of CR&R partnering with CMSD, financially, and t o issue notices regarding the matter. She recommended sending another notice after the first of the year. Director Ooten stated that this is primarily a City safety and nuisance problem and wondered how many of the alleys have trash containers in them. He stated that he has no i nterest in going beyond a pilot program and that the City should partner with CMSD in terms of enforcement. He added that he does not support spending more time and money on this program and suggested continuing to monitor the pilot, using the Enforcement Officer as is appropriate and prioritize alleys that need monitoring. General Manager Carroll noted that 30% o f residents went back to their old habits and noted that expanding the program district -wide would bring no end in sight. Director Schafer announced there is a L iaison Committee meeting on Friday and suggest ed placing this matter on the agenda for discussion at that time. Director Ooten stated that it should be noted that this is a fire -safety issue for the City . Vice President Scheafer referenced previous discussions regarding placing signs at C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ either ends of alleys noting that it would be too costly. He suggested the possibility of the City sharing in the cost of the signs and stated he would not support an ex tension of the program since people will go back to their ol d habits, in time. Director Perry stated that only the people in the pilot program were notified but that notice was also provided in the CMSD newsletter, district -wide. Discussion followed regarding the cost of signs and prioritizing alleys needing the most attention. In response to General Manager Carroll's request for direction, Vice President Scheafer stated that there should be awareness that CMSD is still having issues and that there is a public safety element in terms of access by the Fire Department. He added that results of the pilot should be shared and that CMSD wants to determine the City's interest in participating and being involved. Director Schafer agreed with recommenda tions to inform the City of risks regarding Fire Department access in alleys. Members of the Board concurred to receive and file the report. e. Trash Services for Disabled Residents Recommendation: That the Board of Directors provide staff with direct ion on how to provide trash services to handicapped and/or disabled persons who do not want and/or do not have room for a trash container. Management Assistant Elizabeth Pham presented details of the report addressing alternative methods by which to pro vide trash services to disabled persons who do not want and/or do not have room for a trash container. Ms. Pham addressed current services provided by CR&R and stated that the District does not have a policy for trash services for disabled residents. I n order to be equitable to all customers, Ms. Pham indicated that the District should establish an appropriate policy and stated that she contacted Midway City Sanitary District to understand their practices in this regard. Ms. Pham reported that residents usually call to request special services and there are no eligibility criteria or special fee imposed. Additionally, she suggested that CMSD implement a similar program to the one established by Midway City but proposed developing a disability qualificati on form to determine need for special service. Once the form is submitted, staff would schedule an interview to determine eligibility and once it has been established, special collection services would start within two (2) weeks. Additionally, disabled residents may request an exemption to not have trash carts but rather trash bags as an alternative. Requests for exemptions must be made in writing and approved by the Board of Directors. Once the request has been made, staff would provide notice to the resident of the date and time of the Board meeting in which the matter would be heard. They would have the right to appear before the Board to plead their case. C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ Vice President Scheafer suggested that the matter should be determined by the General Manag er rather than the Board. Discussion followed regarding costs to residents to provide a doctor's statement confirming their disability and discussing the issue with CR&R to determine related costs. In response to an inquiry from Director Schafer rega rding practices at Midway City , Ms. Pham reported that they have their Operations Supervisor conduct an on -site interview and that trash haulers perform the actual trash pickup. CR&R representative Lawrence Jones commented on roll -out service and distin guished it from residents not wanting trash containers. He commented on health issues related to having bags rather than trash containers and stated that the present contract stipulates that residents would comply with the automated system. General Man ager Carroll listed the items for which staff is seeking Board direction. He noted that roll -out service is a good service for disabled residents but was seeking direction regarding residents who do not want trash containers. He added that the issue need s to be addressed. Director Ooten stated he is not in favor of making a major policy change for one resident and stated that he favors the resident having a trash container with roll -out service. He suggested placing information regarding this issue i n the newsletter. Vice President Scheafer agreed with Director Ooten's comments. General Manager Carroll stated that CMSD should have a policy regarding providing roll -out service for disabled residents. Vice President Scheafer indicated he would like for staff to return with a policy for the Board to consider and did not support implementation of a qualification form because of possible related costs to residents but agreed with conducting an on -site interview. General Manager Carroll stated th at the matter will return to the Board at a future study session for consideration. Director Ooten stated he would like for staff to verify whether this is an ADA policy or not. Discussion followed regarding dealing with residents who refuse using tras h containers. Vice President Scheafer suggested sending a letter indicating the need for residents to use a cart otherwise their trash will not be picked up. Ensuing discussion pertained to avoiding setting preceden t by picking up trash bags and requi rements in the Code relative to the necessity of having a trash container. C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ General Manager Carroll stated that staff will bring back a sample policy, look into how this applies to the ADA and review the Code regarding the need for trash containers. f. Quart erly Report - California Legislation Recommendation: That the Board of Directors receive and file the report. Management Assistant Elizabeth Pham presented an update on three pieces of California legislation including SB 254, regarding mattress recycling noting that it was approved on September 27, 2013 requiring manufacturers to pick up mattresses at the end -of -life at no cost to consumers or public agencies. It would dramatically reduce the financial burden on local governments in addition to protecting the environment. The second bill, AB 218, addresses employment applications of persons with criminal histories. She added that it was approved by the Governor on October 10, 2013 and would prohibit a State or local agency from asking an applicant to d isclose information regarding a criminal history or conviction until the agency has determined that the applicant meets the minimum qualifications for a position. The third bill, SB 594, regarding use of public funds and was approved on October 12, 2013. It prohibits non -profit organizations and their employees from using funds received from local agencies in connection with conduit bond financing for campaign purposes, as specified. General Manager Carroll reported that CMSD is a strong supporter of S B 254 but both CMSD State Representatives voted against the bill. It will take effect on January 15, 2014. Discussion followed regarding possible impacts of SB 254 to the District and the City. It was suggested this may be a good topic to share at th e upcoming Liaison Committee meeting. Ensuing discussion pertained to the process and responsibility for picking up used mattresses. Members of the Board concurred to receive and file the report. g. City of Costa Mesa Development Review Committee Me etings – Oral Report Recommendation: That the Board of Directors provide staff with direction on how proceed. District Engineer Rob Hamers provided details of the report addressing Members of the Committee, meetings, and examples of items for consideratio n and benefits to CMSD. He noted that it allows for early input and information regarding new developments in the City. C OSTA M ESA S ANITARY D ISTRICT P AGE 7 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ Vice President Scheafer referenced the recent approval of two major projects by the City's Planning Commission and asked if they wer e considered by the Committee. District Engineer Hamers stated they may have been considered prior to CMSD's participation in the Committee. He added that consideration was given to the project on Baker Street and noted that a sewer study is required w hen capacity is in question. He stressed the importance of early review of potential developments. Discussion followed regarding the status of Fairview State Hospital, benefits of being proactive and attending Committee meetings . District Engineer Ha mers expressed concerns with a development on Tustin Avenue noting that the developer is trying to design a turn -around for the back so that trash trucks can turn around. If he is not successful, the trash trucks will not be able to turn around and CR&R c ould not serve the parcel. Brief discussion followed regarding changing Fire requirements. h. Sewer Master Plan Update – Oral Report Recommendation: That the Board of Directors receive and file the report. District Engineer Hamers prese nted details of the report addressing sewer capacity and the hiring of EEC to conduct hydraulic modeling and automate the process. He reported that the hydraulic modeling program is the crucial element of the Sewer Master Plan Update and recommended eithe r updating the Sewer Master Plan in 2014/2015 or the next fiscal year. If it is done in the 2014/2015 year, there would need to be a budget adjustment since it was not included in the CMSD 2014/2015 budget. Mr. Hamers added that if the Board so chooses, EEC would present information on hydraulic modeling to the Board. EEC now has intimate knowledge of the CMSD sewer system and felt that between EEC and CMSD a combined effort would serve the District best when it comes to the Master Plan update. Discus sion followed regarding estimated costs, including flow -metering in the hydraulic modeling process and the need to know costs before approving the matter. In response to Director Ooten's question, Mr. Hamers reported that the hydraulic master plan shows deficiencies. He indicated he is in favor of waiting until next year but would like to see an estimate of costs. Additionally, he stated he would like to see the model demonstrated as well as an update on the manhole sealing program. Members of the B oard concurred to receive and file the report. i. CMSD’s 70th Anniversary - Update Recommendation: That the Board of Directors receive and file the report. C OSTA M ESA S ANITARY D ISTRICT P AGE 8 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ General Manager Carroll presented details of the report noting meetings by the 70 th Anniversary Committee. He addressed Committee Members and reported it has been meeting to develop a plan for promot ing CMSD's 70 th Anniversary. He addressed the budget, a list of items being considered by the Committee to help promote the event, expenditures and the budget balance. Vice President Scheafer commented positively on the logo. Discussion followed regarding the cost of the coffee cups, the possibility of co -branding with Starbucks for decreased costs, the possibility of obtaining a better price for t he co ffee cups, the amount of cups to order, the proposed thermal tote bags , the price of the larger flags and providing examples of the give aways at a future meeting. General Manager Carroll clarified that with the exception of the coffee cups, staff will proceed with ordering the remaining items. Members of the Board concurred to receive and file the report. j. Permit Technician – Oral Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll address ed recruitment for a Permit Technician, stated it is not going as well as planned and deferred to staff for a report. Administrative Service Manager Anna Sanchez provided a report addressing the recruitment process, expansion of the scope of work to inclu de CEQA review and recommendation. She added that the job position was opened October 28, 2013 and closed November 17, 2013 with 186 applicants for the position. Thirty -six (36) applicants were invited for testing, thirty (30) showed up, and one applican t completed the test. After a review of the results, the application was reviewed and the applicant has no plan -review experience. The matter is being presented to the Board in order for it to understand the process. Discussion followed regarding specif ic test areas that were failed and the applicant screening process. General Manager Carroll addressed advertising for the position and referenced a similar position advertised for the City of El Cerrito as a comparison. He added that it along with other agencies require International Code Council (ICC ) certification for Permit Technician positions and suggested revising the qualifications to include one year experience in plan review and require ICC certification. He agreed that CMSD has trained peop le in the past but noted the importance of past experience in reviewing plans. He added that CMSD's salary range is very competitive. Discussion followed regarding the possibility of creating a three -step position (i.e., C OSTA M ESA S ANITARY D ISTRICT P AGE 9 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ Permit Technician 1, 2 and 3). Mr. Hamers commented on the importance of looking at the future of applicants who are attracted to these positions. He added that CMSD does not have a long -range avenue for such a position to grow. General Manager Carroll stated he does not advocat e a three -step position. He commented on next steps going forward in the recruitment process. He was directed to proceed, accordingly. Members of the Board concurred to receive and file the report. k. Rewarding Ideas Program Recommendation: That the Board of Directors receive and file the report. General Manager Carroll presented the report addressing the number of ideas approved by the Board since implementation, the total savings results and total amounts awarded. Members of the Board concurred to receive and file the report. l. Future study session items Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Vice President Scheafer referenced a recent article in a surfing magazine regarding an organization, Wastetowaves.org, which takes Styrofoam packaging products and recycles it into surfboards. He reported that he sent them an email suggesting the possibility of coordinating with CMSD to establish a program to encourage residents to recycle the material. He suggested looking into the matter. Director Ooten commented on how CMSD has accumulated its cash reserves and asked that the matter be included in the agenda for a future study session. Discussion follo wed regarding the upcoming town hall meeting. Director Ooten asked regarding G rade 5 upgrades and Mr. Hamers indicated that they are completed . Mr. Hamers suggested including an update on CCTV. Discussion followed regarding related costs and the l ack of space in the CMSD yard. General Manager Carroll suggested considering the item for the next budget cycle in 2015. C OSTA M ESA S ANITARY D ISTRICT P AGE 10 M INUTES OF THE B OARD OF D IRECTORS S TUDY S E SSION H ELD D ECEMBER 10 , 2013 ________________________________________________________________ IV . A DJOURNMENT There being no further business to come before the Board of Directors, Vice President Scheafer adjourned the me eting at 11:18 a.m . _________________________ _________________________ Arthur Perry James Ferryman Secretary President