Minutes - Board - 2014-09-16 (2) �gP SAN1T4 4'y
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
SEPTEMBER 16, 2014
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in study session on
September 16, 2014 at 9:30 A.M. at 628 W.
19t Street, Costa Mesa.
ROLL CALL DIRECTORS PRESENT: James Ferryman, Arthur Perry, Robert
Ooten, Arlene Schafer
DIRECTORS ABSENT: Michael Scheafer
STAFF PRESENT: Scott Carroll, General Manager; Robin
Hamers, District Engineer; Noelani
Middenway, District Clerk; Wendy Davis,
Finance Manager; Steve Cano, Maintenance
Supervisor; Javier Ochiqui, Management
Analyst; Edward Roberts, Ordinance
Enforcement Officer
OTHERS PRESENT: Dean Ruffridge, CR&R, Lawrence Jones,
CR&R; Jim Fitzpatrick, Resident
PUBLIC COMMENT
President Ferryman invited members of the public to address the Board. Seeing none,
President Ferryman closed public comments.
ITEMS OF STUDY
1. Recycling & Waste Diversion Reports
Recommendation: That the Board of Directors receive and file the August 2014
report.
Discussion ensued regarding the recycling percentage of green waste.
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There were no questions or comments and the report was received.
2. Ordinance Enforcement Officer Report—August 2014
Recommendation: That the Board of Directors receive and file the report.
Edward Roberts, Ordinance Enforcement Officer, provided report details, noted a focus
of scavenging on the east side of the community, and the enforcement of trash cans in
public view.
General Manager Carroll directed Mr. Roberts to continue to monitor the scavenging on
the east side.
Discussion followed regarding scavenging and illegal dumping of mattresses. Mr.
Roberts indicated that he will coordinate with the City on the matter.
There were no additional questions or comments and the report was received.
3. Alkaline Battery Recycling Program (Update) — Oral Report
Recommendation: That the Board of Directors receive and file the report.
Javier Ochiqui, Management Analyst, noted that 11 schools will participate in the
program.
Discussion followed regarding method of advertising the program to the schools.
Director Perry suggested reaching out to the schools again to increase participation.
Discussion followed.
There were no additional questions or comments and the report was received.
4. CR&R Environmental Services — Yearly Performance Review for FY 13-14
Recommendation: That the Board of Directors receive and file the report.
Mr. Ochiqui noted that the yearly performance review of CR&R Environmental Services
had been completed and that they are doing an excellent job. He indicated that Mr.
Michael Balliet conducted the review and provided additional details of the report.
Discussion followed regarding the details of the master manifest which assists in
identifying if the District is meeting its diversion goals. Further discussion ensued
regarding the rating system of the performance review, justifications for the ratings, and
tracking of performance and improvements.
President Ferryman noted that CR&R is very responsive on issues that are brought to
their attention.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD SEPTEMBER 16, 2014
Mr. Carroll discussed the rate survey conducted by Mr. Balliet and noted that the District
is the only agency who had a solid waste rate decrease where other agencies either
raised or stabilized their rates. He concurred with Mr. Ochiqui that CR&R is doing an
excellent job and that there is always room for improvement in the areas of customer
service in CR&R's call center.
Robin Hamers, District Engineer, noted that the Board of Directors was able to ensure
that CR&R's net to hauler rate was in the middle of what other haulers charge.
There were no additional questions or comments and the report was received.
5. Costs to Promote CMSD's Organics Recycling Program
Recommendation: That the Board of Directors receive and file the report.
Mr. Ochiqui discussed the various methods and costs to promote the Organics
Recycling Program, including newsletters, newspaper publications, social media, and
door hangers.
Discussion followed regarding the anticipated start date of the program and the
distribution timeline of the Districts newsletter highlighting the program.
Director Schafer suggested making a presentation at the City Council meeting
advertising the program.
Director Ooten suggested hiring a videographer to film the town hall meetings.
The Board of Directors directed staff to proceed with advertising efforts for the program.
There were no additional questions or comments.
6. Organics Ad Hoc Committee Update— Oral Report
Recommendation: That the Board of Directors receive the oral report from
Assistant Secretary Ooten.
Assistant Secretary Ooten reported on the committees meeting and discussed the
timeline to launch the program, noted that CR&R staff is surveying the multi-family
residences to determine how the program will roll out in those areas.
Mr. Ochiqui discussed the percentage of multi-family units that will be able to participate
and noted that most multi-family units will be exempt from the program.
Director Ooten expressed concern regarding available space for the organics cart at
new developments and the option to request a smaller cart.
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There were no additional questions or comments and the report was received.
7. Private Sewer Pumping Station Maintenance Program
Recommendation: That the Board of Directors review and comment on the
program.
Mr. Carroll indicated that the program is ready to be rolled out and discussed the details
of the services that the District will provide to assist in preventing private sewer system
overflows.
Discussion followed. Director Ooten suggested offering the services to facilities on
public property such as the school district or fair grounds.
There were no additional questions or comments and the report was received.
8. Health Benefit Contribution
Recommendation: That the Board of Directors direct staff to bring this item back •
to the September 25, 2014 Board of Directors regular meeting to approve a
"Cafeteria Bucket" for Employee plus One Dependent health plans in the amount
of$999.00 per month.
Mr. Carroll discussed the proposed amendment to the employee health benefit cafeteria
bucket to include an amount of$999.00 per month for an employee plus one option.
The Board of Directors directed staff to bring this item back to the September 25, 2014
Board meeting.
There were no additional questions or comments and the report was received.
9. Standard Design for Sewer Manhole Frame and Cover
Recommendation: That the Board of Directors provide direction to staff.
Assistant Secretary Ooten indicated that he requested that this item be placed on
the agenda for discussion of standardizing the design of sewer manhole covers.
Mr. Hamers indicated that the vendor will customize the manhole cover as it is
requested to be designed. He noted that the covers have been standardized to one
pick hole.
Director Ooten suggested that the sewer manhole covers have one pick hole and
one vent hole as the standard.
Mr. Carroll noted that written public comment had been received from resident, Jim
Mosher, who suggested that District manhole covers be marked with CMSD for
easy identification.
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Mr. Hamers indicated that District manhole covers are stamped with the word
`Sewer' to differentiate from the storm drain.
There were no additional questions or comments and the report was received.
10. CCTV Interval for Entire Sewer System
Recommendation: That the Board of Directors receive and file the report.
Mr. Carroll noted that the District's sewer line was last CCTV'd from 2006 to 2009 and
deferred to Mr. Hamers for additional report details.
Mr. Hamers discussed the cleaning interval and desired CCTV interval. He noted what
other agencies do to meet the cleaning interval and noted that not all agencies have the
ability to CCTV their lines. Mr. Hamers indicated that 10 year intervals to CCTV the lines
would be reasonable.
Discussion followed regarding the possible purchasing of a CCTV truck for the District.
There were no additional questions or comments and the report was received.
11. Pacific Data Electric (PDE) Second Amendment to the Agreement
Recommendation: That the Board of Directors direct staff to bring this item
back to the September 25, 2014 Board of Directors regular meeting with the
following recommendations:
1. Approve the Second Amendment with PDE for $1,020; and
2. Authorize the General Manager to execute the Second Amendment
and any other amendments thereafter where the total amount does not
exceed $5,000.
Mr. Carroll indicated that a change order is required and exceeds the 10 percent
policy that his authority allows him to approve and requires Board approval.
The Board of Directors directed staff to bring this item back to September 25, 2014
Board of Directors meeting with its corresponding recommendations.
12. Special District Leadership Academy Conference — Anaheim
Recommendation: That the Board of Directors direct staff to bring this item
back to the September 25, 2014 Board of Directors regular meeting to
consider attending the conference from November 17 through November 19,
2014 in Anaheim, California.
Mr. Carrol informed the Board of the Special District Leadership Academy
Conference in Anaheim, CA.
The Board expressed interest in attending the conference.
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13. 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.
Director Perry requested to hear from the Organics Recycling Program Ad Hoc
Committee on any updates.
ORAL COMMUNICATIONS
President Ferryman invited Jim Fitzpatrick, resident, to provide public comment.
Mr. Fitzpatrick discussed the true cost of service and questioned when the City of
Newport Beach's hauler rate going to be available to the rate payer.
ADJOURNMENT
There being no further business to come before the Board, President Ferryman
adjourned the meeting at 10:47 A.M.
ANS>1;•.
Art Perry J es Ferryman
Secretary P sident