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Minutes - Board - 2014-10-14COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION OCTOBER 14, 2014 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on October 14, 2014 at 9:30 A.M. at 628 W. 19th Street, Costa Mesa. ROLL CALL PUBLIC COMMENT DIRECTORS PRESENT: James Ferryman, Michael Scheafer, Arthur Perry, Robert Ooten, Arlene Schafer DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; Robin Hamers, District Engineer; Edward Roberts, Ordinance Enforcement Officer, Elizabeth Pham, Management Assistant OTHERS PRESENT: Dean Ruffridge, CR &R, Mike Silva, CR &R; Sally Geislar, UCI 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 September 2014 report. Discussion ensued regarding the use of green waste that does not get placed into the designated organics waste carts and other agencies who are participating in CR &R's organics program. There were no additional questions or comments and the report was received. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 14, 2014 2. Ordinance Enforcement Officer Report— Recommendation: That the Board of Directors receive and file the report. Ed Roberts, Ordinance Enforcement Officer, provided report details on scavenging activity and trash carts left in public view. Secretary Perry inquired if Mr. Roberts has a method to track recurring incident reporters and if Mr. Roberts' scheduled hours are adequate to address issues. Mr. Roberts noted that General Manager Carroll has provided him with a flexible schedule that allows him to address and enforce issues outside of his regularly scheduled hours. Discussion followed regarding trash can graffiti and Mr. Roberts collaboration with the city's Code Enforcement department. There were no additional questions or comments and the report was received. 3. Organics Ad Hoc Committee Update — Oral Report Recommendation: That the Board of Directors receive the oral report from Vice President Scheafer. Vice President Scheafer reported on the audit that was conducted for exemptions on multi - family units and the organics recycling program implementation date was delayed to July 2014 due to construction delays. Assistant Secretary Ooten reported that the committee would bring to the Board to discuss a March or July program implementation date. General Manager Carroll presented pictures of the anaerobic digestive (AD) facility construction and requested that the Board give staff direction to start the organics recycling program in March or July. He noted that a March start date would not allow the organics to go to the AD facility and indicated that both he and CR &R suggest starting the program in July. Discussion followed about the rollout of delivering the organics carts in July and the need to advertise the change of the rollout and program start date. General Manager Carroll suggested creating a separate website for the organics program and creating a video on how the program works. Secretary Perry suggested that staff produce the video right away so that it can be publicized immediately and at different events and suggested that the cost of the video be placed on an upcoming agenda for discussion. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 14, 2014 Mr. Carroll noted that the cost to produce the video is estimated at $5,000. Discussion followed regarding notification and advertisement methods to inform residents of the change in the program start date. Mr. Carroll noted that staff will begin working on this immediately. Mike Silva, CR &R, presented eight pictures of the AD facility construction and provided details of project status. There were no additional questions or comments and the report was received. 4. Organics Separation Behavior Study - Update Recommendation: That the Board of Directors receive and file the report. Mr. Carroll introduced Sally Geislar, UCI Doctoral Candidate, who provided an update on the status of the organics separation behavior study. Ms. Geislar discussed the partnership and support received form the District, development of a focus group survey and recruitment materials, the two phases of the study, recruitment methods and incentives for participation, timeline for the project, and proposed budget scenarios. Ms. Geislar noted that the anticipated benefits to the District by participating in this study includes an increased participation rate, promotion, exploring opportunities for scaling - up, spillover pro - environmental behaviors, in- direct influence on social networks of participants, and cutting edge of pro - environmental behavior change. Assistant Secretary Ooten suggested seeking funding assistance from the Integrated Waste Management Commission. Secretary Perry expressed concern regarding the District paying for the program participation incentives and suggested that the funds be provided from CR &R and donated to the District to fund the project. Discussion followed regarding the funding of incentives for participation. Mr. Carroll noted that the funds CR &R has given to the District for community outreach has already been delegated to other programs so additional funds would need to be allocated from the solid waste reserve fund for the program. Discussion followed regarding government agency fund grant requests. The Board of Directors directed staff to bring this item back to the regular Board meeting for discussion. There were no additional questions or comments and the report was received. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 14, 2014 5. Environmental Excellence Award Program Recommendation: That the Board of Directors present the awards to the nominees at the Board's regular meeting on October 23, 2014. Elizabeth Pham, Management Assistant, recognized Jen Haskell of Christ Lutheran School, and Djuana Gordon and Summer Keller of Davis Magnet School for their efforts in promoting the District's Alkaline Battery Recycling Program. The Board of Directors directed staff to bring this item back to the regular Board meeting. There were no additional questions or comments. 6. Legislative Analysis Recommendation: That the Board of Directors receive and file the report. Ms. Pham provided an update on the legislative analysis. There were no additional questions or comments and the report was received. 7. Generator Rental Program for Sponsoring Non - Profit Group Events Recommendation: That the Board of Directors provide staff direction. Mr. Carroll reported that the Districted will acquire seven portable generators in November 2014 and discussed the criteria to allow rental of the generators for sponsoring non - profit group events. Secretary Perry clarified that his idea would be to allow various organizations who we pay to participate in their events to use the generators in lieu of the District paying for a participation fee. Vice President Scheafer supported Secretary Perry's suggestion and felt that it is the organizations responsibility to pay for their own fuel when using the District's generators. Mr. Carroll expressed caution to the Board of Directors about using the District's generators for the Lion's Club Fish Fry as there may be a potential conflict of interest because of the Board's affiliation with the Lion's Club. President Ferryman did not feel that it would be an issue as the generators would not exclusively be used for the Lion's Club. Mr. Carroll received direction from the Board to develop an application process for organizations who wish to rent the District's generators. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 14, 2014 There were no additional questions or comments and the report was received. 8. Procedures for Board Member Placing an Item on the Agenda Recommendation: That the Board of Directors provide staff direction. Mr. Carroll noted that the previously amended ordinance required that items be approved by the Operations Committee, which has since been disbanded, to be placed on the agenda. He indicated that the current procedure is that items that are brought to Board at a study session meeting and if approval is required then the Board directs staff to place the item on a regular board meeting agenda. Discussion followed. Mr. Carroll suggested that board members present items to the board President and General Manager at least 14 days prior to the meeting for consideration to be placed on the agenda. Secretary Perry felt that it would be sufficient for board members to request items be placed on an agenda during the oral communications and director comments portion of the meeting. The Board of Directors directed staff to bring this item back to the board for approval. There were no additional questions or comments and the report was received. 9. 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. Nothing to report at this time. ORAL COMMUNICATIONS Assistant Secretary discussed suggestions provided by the Hoover Commission on special districts public outreach and expressed interest in making the public more aware of the District's reserve accounts. Mr. Carroll expressed confidence in the visibility and transparency efforts of the District and confirmed that he would review other suggestions and opportunities to do so. Secretary Perry suggested that the District Treasurer review and create a detailed report on the status of the District's reserve accounts. President Ferryman announced that the District will hold its holiday party on December 11, 2014 at 6:00 P.M. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 14, 2014 Secretary Perry suggested that the Board adopt a proclamation for Ed Fawcett to be presented at the holiday party. Director Schafer requested that the District Clerk register the Board to attend the Special District Leadership Foundation conference on November 16 — 19, 2014. Secretary Perry confirmed that Mr. Carroll will handle the procedure for items to be placed on the agenda. ADJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 10:47 A.M. Art Perry Secretary Ja s Ferryman Pr ident