Agenda_2015_4_14_Meeting Costa Mesa Sanitary District ... an Independent Special District AGENDA Michael Scheafer President Arthur Perry Vice President Robert Ooten Secretary Arlene Schafer Assistant Secretary James Ferryman Director Public Comments. Any member of the public may address the Board. Sp eakers on agenda items should identify themselves to the Depu ty Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuan t to State law, the Board may not discuss or take action on non-agenda items except u nder special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order . Obtaining Agenda Materials: The public is entitled to copies of all documents t hat are made part of the agenda packet. If any documen t or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the Distr ict offices at 628 W. 19 th Street, Costa Mesa, California. The Deputy Clerk of the Di strict may be contacted at (949) 645-8400. In Compliance with ADA: Contact Noelani Middenway, (949) 645-8400, 48 hour s prior to meeting if assistance is needed (28 CFR 35.102.3 5.104 ADA Title II). Study Session - Tuesday, April 14, 2015 I.CALL TO ORDER II.ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence - such determinatio n shall be the permission required by law.)III.PUBLIC COMMENTS This time has been set aside for persons in the aud ience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda . Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered.
Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the ma tter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker wi ll be limited to four (4) continuous minutes.IV.ITEMS OF STUDY 1.Recycling & Waste Diversion Report - March 2015 Recommendation: That the Board of Directors receiv e and file the report. 2.CMSD's Historical Tonnage Analysis Recommendation: That the Board of Directors receive and file the re port.3.Ordinance Enforcement Officer Report - March 2015 Recommendation: That the Board of Directors receiv e and file the report.4.Organics Ad Hoc Committee Update - Oral Report Recommendation: That the Board of Directors receiv e an oral report from President Scheafer. 5.Salary Survey Comparator Agencies Recommendation: That the Board of Directors receiv e and file the report.6.Solid Waste Association of North America (SWANA): The Road to Zero Waste Conference - Oral Report Recommendation: That the Board of Directors receiv e an oral report from Javier Ochiqui. 7.Door-to-Door Household Hazardous Waste (HHW) Coll ection for Seniors, Immobile & Disabled Residents Recommendation: That the Board of Directors receiv e and file the report. 8.Sewer Lateral Assistance Program (SLAP) Review Recommendation: That the Board of Directors provid e staff with direction on implementing changes to the SLAP program for Fiscal Year 2015-2016. 9.Building Criteria for New Headquarters - Oral Rep ort Recommendation: That the Board of Directors gives staff direction on the building criteria for searching a new headquarters building. 10.City of Costa Mesa Mayor's Celebration - The Art of Leadership Recommendation: That the Board of Directors consid ers being a $2,500 Silver Sponsor. 11.NeoGov On-Boarding Process - Oral Report Recommendation: That the Board of Directors receiv e a demonstration of the NeoGov on-boarding process. 12.Future Study Session Items Recommendation: That the Board of Directors provid e staff with direction on items to be placed on future study session agendas. V.ORAL COMMUNICATIONS AND DIRECTOR COMMENTS VI.ADJOURNMENT
CR Transfer CR Transfer To:Javier Ochiqui To:Javier Ochiqui From: CR Transfer Inc.From: CR Transfer Inc.Jurisdiction:Costa Mesa Sanitary District (9)Jurisdiction:Costa Mesa Sanitary District Santa Ana Heights (11)Month/Year:Mar-15 Month/Year:Mar-15 Recycling Report Recycling Report Recycle Tons Recycle Tons Commodity Percentage Recycled Commodity Percentage Recycled Paper(cardboard+mixed paper)9.50%321.96 Green Waste 20.50%35.22 Plastics(mixed plastic+HDPE+PET)2.73%92.52 GW Fines 6.99%12.01 Metal(metal+aluminum+alum. Cans)3.91%132.51 Fines 9.99%17.16 Wood 2.92%98.96 Textiles 0.17%0.29 Greenwaste 34.77%1,178.36 Glass 1.89%3.24 Liquids 0.37%12.54 Paper 4.29%7.37 Fines 0.52%17.62 Plastic 5.58%9.58 Glass(bottles)2.03%68.80 Food Waste 0.00%- Concrete 0.33%11.18 Metal 1.20%2.06 Concrete 0.51%0.88 Wood 0.86%1.47 Totals 57.08%1,934.45 Totals 51.97%89.30 Total Tonnage 3,389.02 Total Tonnage 171.83 Recycled Tonnage 1,934.45 Recycled Tonnage 89.30 Landfill Tonnage 1,454.57 Landfill Tonnage 82.53
JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUNE TOTAL 3,906.93 3,403.96 3,461.33 3,577.08 3,144.65 3,685.73 3,483.11 3,181.54 3,560.85 31,405.18 2,218.01 1,936.10 1,969.05 2,030.68 1,785.99 2,092.55 1,979.46 1,807.01 2,023.75 17,842.60 1,688.92 1,467.86 1,492.28 1,546.40 1,358.66 1,593.18 1,503.65 1,374.53 1,537.10 13,562.58 56.77%56.88%56.89%56.77%56.79%56.77%56.83%56.80%56.83%#DIV/0!#DIV/0!#DIV/0!56.81%Recycled %CMSD WASTE DIVERSION REPORT FY 2014-2015 Total Tonnage Recycled Tonnage Landfilled Tonnage
Costa Mesa Sanitary District ... an Independent Special District CMSD's Historical Tonnage Analysis Item Number:2. Recommendation/Notes: Recommendation: That the Board of Directors receive and file the re port.ATTACHMENTS:Description Type CMSD's Historical Tonnage Analysis Cover Memo
Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors Via : Scott Carroll , General Manager From: Javier Ochiqui, Management Analyst Date: April 14 , 2015 Subject: CM SD’s Historical Tonnage Analysis Summary During the March 10, 2015, Study Session meeting, Director Ooten asked why the Fiscal Year 2014 -2015 (FY 14 -15) tonnages are going up and asked staff to look into the reasons why the y are projected to exceed las t year’s number. S taff is providing the Board of Directors with explanations . Staff Recommendation Staff recom mends that the Board of Directors receive and file th is report. Analysis Staff looked at CMSD’s tonnage from FY 98 -99 to FY 13 -14 and observ ed an overall tonnage increase of about 15 percent or 5,300 tons. Assuming that FY 98 -99 is the baseline year, i n FY 05 -06 and FY 06 -07 the tonnage increased by 25 percent . However, if you compare the tonnages from FY 13 -14 with the tonnages from the FY 14 -15 projections, you will see a 3 percent increase. Below is a chart illustrating the total tonnages per year:
Board of Directors April 14 , 201 5 Page 2 of 4 The green column represents the current projections for FY 14/15. CMSD staff met with CR&R and discuss ed the possibilities of approximately 1,2 00 ton projected increase. Below are some of the reasons why it may be increasing: • More developments (single family and multi -family dwellings) • Population increased by about 4,000 residents (In the year 2000, there were 108,700 residents/In 2015, there are approximately 113,100 residents) • Economic down turn (has increased th e number of persons per household ) Since March 2014, there have been over 30 new residential developments in the CMSD service area . S ome of the developments have been completed and are now occupied . According to CR&R, they have notic ed fuller trash carts in CMSD’s service area and believe that it is attributed to an increased number of per sons per household .
Board of Directors April 14 , 201 5 Page 3 of 4 Below is the Costa Mesa Population increase chart: As the graph illustrates, there is approximately 3,140 more residents today tha n there were 5 years ago. Staff believes that as the economy recovers, and as residential homes continues to develop , more people will move in and the tonnages will continue to increase. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the col lection and recycling of residential trash in the most economical and environmentally friendly way.” “Strategy : We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not applicable Environmental Review
Board of Directors April 14 , 201 5 Page 4 of 4 The analysis of yearly solid waste collection tonnages is an administrative matter and not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the Di strict’s CEQA Guidelines . Financial Review Even though CMSD will benefit financially from the increase in revenues from the new residential developments, if the number of residents per household continues to increase, CMSD will pay more for trash dispo sal services. Public Notice Process Copies of this report are on file and will be included with the complete a genda packet for the April 14 , 2015 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website .
Costa Mesa Sanitary District ... an Independent Special District Ordinance Enforcement Officer Report - March 2015 Item Number:3. Recommendation/Notes: Recommendation: That the Board of Directors receiv e and file the report.ATTACHMENTS:Description Type Ordinance Enforcement Officer Report - March 2015 Cover Memo
Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors Via : Scott Carroll , General Manager From: Edward Roberts, Code Enforcement Officer Date: April 14 , 201 5 Subject: Ordinance Enforcement Officer Report – March 201 5 This report summarizes major points for three ordinan ce enforcement topics covering scavenging, graffiti, and trash container e nforcement . CMS D Code Enforcement staff has continued focus ing effo rts on scavenger enforcement and the reduction of CMSD trash carts left in the public view . CMSD Code Enforcement has experienced an increase in the number of complaints fil ed regarding scavenging activity and trash carts left out in public view . In orde r to address resident concerns, t he CMSD Code Enforcement Officer has investigate d all complaints and adjusted his sche dule to accommodate request s for early morning or weekend enforcement. Included below are instances of scavenging and trash carts left ou t in public view that were detected while the Officer was investigating specific complaints. Scavenging Investigations: 2215 Avalon Street -While on routine patrol, Officer Roberts observed a male subject walkin g N/B o n the west sidewalk o f the 2200 bloc k of Avalon Street . As Office r Rober ts approached the location, he (Roberts) n oted that the subject was sorting through recyclable material on the parkway of 2215 Avalon Street. Officer Ro berts decided to contact the subject in a co nsensual encounter in o rder to advise him that scavenging is prohibited by CMSD ordinance. As Officer Roberts approached the male, t he subject stood up and made it clear t hat he did not want to
Board of Directors April 14 , 2015 speak to Officer Roberts , subsequently walking away. As the subject walked away , Offi cer Roberts advised him that he re gularly patrols the area and would be subject to citatio n i f observed scavenging. Because Officer Roberts did not observe the subject commit a violation in his presence, he discontinued the consensual encounter . Officer Ro berts will continue to monitor th e Avalon Street are a for future violations. 687 Capitol Street - While patrolling the E/B lanes of the 600 block of Capitol Street, Officer Roberts observed a male, later identified as Eriberto Tomas rummaging through a CM SD trash cart. Officer Roberts made contact w ith Eriberto and asked him what he was doing. During the course of the contact , Eriberto admitted that he was scavenging through CMSD carts in order to obtain recyclable material. At the time of contact Eribert o did not have any recyclable material on his person. Eriberto was admonished about the CMSD ordinance precluding scavenging and sent on his way. Eriberto has not been observed in the time since the contact. 2070 Continental Avenue – While on routine pat rol in the 2000 block of Continental Avenue , Officer Roberts observed a fe male subject pushing a shopping cart that had numerous plastic bags attached to the basket portion . As Officer Roberts drove closer to the s ubject, he noted that the bags contained w hat appeared to be recyclable material. Officer Roberts contacted the fe male in front of 2070 Continental Avenue and asked her if she had obtained the recyclable items from within CMSD carts. The fe m ale subject admitted that s he had been scavenging prior to be ing contacted by Roberts . Based on the subject’s cooperative demeanor and candor, Officer Roberts directed her to return all recyclable material to a nearby trash cart. Off icer Roberts advised the female that CMSD C ode Enforcement conducts patrols in the area and if she is observed scavenging , s he will be subject to citation with no further warnings. The female stated that s he understood and left the scene without further incident. 1948 Meyer Place - While patrolling the S/B lanes of the 1900 block of Meyer Place, Officer Roberts observed a female rummaging through a CMSD trash cart. Officer Roberts noted that the female had a shopping cart with a small child seated in it. Officer Roberts contacted the female and advised her politely to return all r ecyclable material. The female complied with Officer Roberts’ request and was advised regarding scavenging. The female left the scene without incident and has not been observed since . 2063 Monrovia Avenue - While on patrol in the 2000 block of Monrovia Street , Of ficer Roberts observe d one male and one female subject rummaging through CMSD trash
Board of Directors April 14 , 2015 car ts located in front of 2063 Monrovia Avenue . Based on his observations, Officer Roberts decided to cont act the subjects , who were later identified as Christoph er Yates and Kathy Horan regarding scavenging. During the course of the contact , Christopher and Kathy were advised that scavenging is a prohibited activity and t he y would be cited if ob served scavenging again. Both Christopher and Kathy stated that they understood and were sent on their way . Officer Rober ts has not observed either subject in the area since this contact. 2236 Wallace Avenue - While patrolling the N/B lanes of the 2200 block of Wallace Avenue, Officer Roberts observed a female scavenging through a trash cart that was located on the street directly in front of a residence located at 2236 Wallace Avenue. Officer Roberts contacted the female and she identified herself as Graciela Bellos . Officer Roberts directed Graciela to return all materi al to a nearby CMSD trash cart and advised her regarding her scavenging activity. Graciela was advised that she will be cit ed if observed scavenging again and sent on her way with a verbal admonishment. 577 Victoria Street - While patrolling the E/B lane s of the 500 block of Victoria Street, Officer Roberts observed two females removing what appeared to be recyclable material from numerous CMSD trash carts left along the south curb line of Victoria Street. Officer Roberts decided to contact the two femal es and ascertain what was occurring. The two females identified themselves as residents of the apartment complex and admitted that they regularly remove recyclable material from their neighbor’s trash carts. Officer Roberts advised the females that althoug h they reside at the property, they are still in violation of the CMSD code regulating scavenging. The females stated that they were not aware that they committing a violation and apologized. Both were advised of the code and sent on their way with a verb al warning. END OF SCAVENGING ENFORCEMENT REPORT Trash Container Enforcement :
Board of Directors April 14 , 2015 In the month of March , there w ere numerous customer complaints reported to the District Headquarters rega rding trash carts in public view. The following is a list o f locations where trash cart violations were found and addressed by the Courtesy Notice process. Total Cases: 43 The following locations received w arnings: (1) A v alon Drive - Storage of carts in public view. (1) Baker Street - Storage of carts in publi c view. (2 ) Cornell Drive - Storage of carts in public view. (1) Congress - Storage of carts in public view. (1) Governor Street - Storage of carts in public view. (3 ) Maple Street - Storage of carts in public view. (1) Mendoza Drive - Storage of cart s in public view. (2 ) Meyer Place - Storage of carts in public view. (2 ) National Avenue - Storage of carts in public view. (2 ) Orange Avenue - Storage of carts in public view (3) Pomona Avenue -Storage of carts in public view. (2) Puente Street -Storage of carts in public view. (1 ) Raleigh Avenue - Storage of cart s in public view. (1) Santa Ana Avenue - Storage of carts in public view (3 ) Senate Street - Storage of carts in public view. (1 ) Tustin Avenue -Storage of carts in public view. (5 ) Victoria S treet -Storage of carts in the public view. (4 ) Wallace Avenue - Storage of carts in public view. (1) Westminster Avenue -Storage of carts in public view.
Board of Directors April 14 , 2015 (4 ) Wilson Street - Storage of carts in the public view . END OF TRASH CONTAINER ENFORCEMENT REPORT No case s of graffiti on a trash carts were opened in the month of March .
Costa Mesa Sanitary District Scavenging Report – March 2015 Locations: • 2215 Avalon St. • 687 Capitol St. • 2070 Continental Ave. • 1948 Meyer Pl • 2063 Monrovia Ave. • 2236 Wallace Ave. • 577 Victoria St.
Costa Mesa Sanitary District ... an Independent Special District Organics Ad Hoc Committee Update - Oral Report Item Number:4. Recommendation/Notes: Recommendation: That the Board of Directors receiv e an oral report from President Scheafer.
Costa Mesa Sanitary District ... an Independent Special District Salary Survey Comparator Agencies Item Number:5. Recommendation/Notes: Recommendation: That the Board of Directors receiv e and file the report.ATTACHMENTS:Description Type Salary Survey Comparator Agencies Cover Memo
Protecting our community's health and the environment b y providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: April 14, 2015 Subject: Salary Survey Comparator Agencies Summary Staff presented this item to the Board on March 26 th , but staff did not explain the methodology well, so we invited the consultant perf orming the study to today’s meeting to explain the methodology in better details. The consultant will be on a conference call. A comprehensive classification and compensation stu dy is currently underway at the District. The study is being performed by Koff and Associates (Koff) and the overall purpose is to ensure the District’s salary and bene fits package is competitive with the labor market. To assess market placement, the Dist rict must determine which agencies will serve as comparators. Koff has provi ded a recommendation of comparator agencies to the District based on indust ry-recognized standards. Staff Recommendation That the Board of Directors receive and file this r eport. Analysis When considering the selection of comparator agenci es, a number of factors are taken into consideration. In addition, input is gathered from stakeholders to ensure all viewpoints are heard and incorporated into the anal ysis. In recommending the list of District comparators, the following factors were co nsidered: Organizational type and structure – Koff generally recommends that agencies of a similar size that provide similar services be use d as comparators. When it is
Board of Directors April 14, 2015 Page 2 of 4 difficult to find agencies of a similar size and st ructure, it is important to obtain a good balance of smaller and larger agencies. The size of an organization is not as critical for administrative and technical classes because, despite size and structure, these classes perform fairly similar work. Organizational size becomes more important when com paring management classes because there is a broader scope of work an d greater responsibility at larger organizations (e.g., larger amount of staff to manage, higher consequence of error, increased political exposure and visibility). Similarity of population, staff, and operational bu dgets – This element pertains to the resources required (staff and funding) and a vailable for the provision of services. Both large and small agencies are recomm ended as comparators. Scope of services provided – Organizations providing the same services are ideal for comparators. Most of the recommended Dis trict comparator agencies provide similar services (e.g., underground pipelin e maintenance, pump stations and waste diversion programs). Labor market – The geographic labor market area is taken into c onsideration when selecting comparator organizations because it reflects the region’s cost of living, home prices, growth rate, and other demogra phic characteristics like the District. Compensation Philosophy – Does the organization regularly conduct a market survey, and, once completed, how is this informatio n applied? Many agencies pay to the median, some pay to the average, others pay to a higher percentile. Salary ranges may be set upon market base salary values or may include the total value of salary and benefits. Additionally, the comparator agency analysis includ ed specific data points for each proposed agency: Services Provided, Geographic Prox imity (Miles); Total Number of Full-Time Equivalent Employees (FTE); Total Expendi tures and Total Expenditures – FTE Ratio (shown in $1,000’s); Population Served an d Population – FTE Ratio; Median Home Sales Price; % Above/Below U.S. Cost of Living Average; and Median Household Income. Each proposed comparator agency was ranked on the d ata points; the lower the rank number, the more comparable to the District. Then those rankings were compiled into a spreadsheet to determine overall rankings and bes t matches for the District. It is important to note that these match results ar e strictly mathematical and does not have to be final. Organizations may adjust matches , when necessary; to better align with organizational needs. For instance, in this c ase, the data points yielded Castaic Lake Water Agency as a top 12 District comparator; however, this outcome does not align with the goal of local Orange County comparat ors because the agency is located in Los Angeles County and it is 77 miles away from the District.
Board of Directors April 14, 2015 Page 3 of 4 Therefore, other highly ranked Orange County compar ators were considered instead. Since the City Huntington Beach is ranked 13 th and offers similar services such as pipeline and pump station maintenance and waste div ersion programs like the District, it is recommended that it serve as a replacement co mparator for Castaic Lake Water Agency. In addition adding the City of Huntington Beach will give an equal amount of comparative agencies (6 special districts and 6 cit ies). It is an industry-recognized standard to identify 10-12 comparator agencies beca use this will ensure sufficient data points for each classification surveyed. It is typ ical to require at least 4 “matches” for each classification surveyed in order to perform a statistically sound analysis of the market. As a result, it is recommended that the District ut ilize the following agencies as compensation and classification comparators: 1. Mesa Water District 2. Midway City Sanitary District 3. City of Tustin (Public Works) 4. City of Fountain Valley (Public Works) 5. City of Newport Beach (Public Works) 6. El Toro Water District 7. Yorba Linda Water District 8. City of Costa Mesa 9. Santa Margarita Water District 10. City of Santa Ana (Public Works) 11. Moulton Niguel Water District 12. City of Huntington Beach (Public Works) Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Plan Element 6.0, Personnel/Organizational Management , which states as follows: Objective: To employ and retain a high quality motivated workf orce. Strategy: We will do this by utilizing sound policies and per sonnel practices, offering competitive compensation and benefits, providing op portunities for training, development and professional growth, while ensuring a safe and secure workplace.” Legal Review There are no legal impacts to the District for dete rmining comparator agencies. Environmental Review A compensation and classification study is an admin istrative matter and is not a disturbance of the environment similar to grading o r construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review There is no fiscal impact to the District for deter mining comparator agencies. Public Notice Process
Board of Directors April 14, 2015 Page 4 of 4 Copies of this report are on file and will be inclu ded with the entire agenda packet for the April 14, 2015 Board of Directors study session meeting at District Headquarters and on District’s website. Alternative Actions 1. Refer the matter back to staff Enclosure 1. Koff Proposed Comparator Agencies 2/2/12 (12 pag es)
Costa Mesa Sanitary District ... an Independent Special District Solid Waste Association of North America (SWANA): T he Road to Zero Waste Conference - Oral Report Item Number:6. Recommendation/Notes: Recommendation: That the Board of Directors receiv e an oral report from Javier Ochiqui. ATTACHMENTS:Description Type SWANA Conference Pictures Cover Memo
Solid Waste Association of North America (SWANA): The Road to Zero Waste Conference - New Orleans
Costa Mesa Sanitary District ... an Independent Special District Door-to-Door Household Hazardous Waste (HHW) Collec tion for Seniors, Immobile & Disabled Residents Item Number:7. Recommendation/Notes: Recommendation: That the Board of Directors receiv e and file the report. ATTACHMENTS:Description Type Door-to-Door Household Hazardous Waste (HHW) Collect ion for Seniors, Immobile & Disabled Residents Cover Memo
Protecting our community's health and the environment by prov iding solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors Via: Scott Carroll, General Manager From: Elizabeth Pham , Management Assistant Date: April 1 4 , 201 5 Subject: Do or -to -Door Household Hazardous Waste (HHW) Collection for S eniors , Immobile & Disabled Residents Summary The District offers a free Door -to -Door Household Hazardous Waste (HHW) collection program for District residents who may not otherwise have the abilit y to recycle or dispose of their hazardous materials at permanent HHW facilities. Staff is providing the Board of Directors with details on how the program works. Staff Recommendation Staff recom mends that the Board of Directors receive and file th is re port. Analysis The Door -to -Door HHW collection program allows District residents who are 62 years of age or older, immobile or certified disabled individuals to dispose of their HHW materials. The Door -to -Door HHW collection program works as follows: 1. Di strict residents c ontact the District or CR&R at (949) 646 -4617 Monday through Friday from 8:00 a.m. to 5:00 p.m. to schedule a pick -up. 2. CR&R will verify the quantity and type of HHW materials to be collected. (V erification of age and physical status is cu rrently based on the honor system , residents are not asked to provide documentation ). 3. CR&R will coordinate the pick -up time and provide information on how to properly store and package the HHW materials.
Board of Directors Study Session April 14 , 201 5 Page 2 of 3 4. On the collection day, the District resident must p lace the bags or containers at the front of their house by 7:00 AM . The District resident does not need to be home for the items to be collected. 5. On the collection day, CR&R will collect the items. 6. At the end of each month, CR&R bills the District $98.00 p er collection. Common HHW products include: • Antifreeze • Automobile Fluids • Batteries • Cleaning Products • Fertilizers • Fuels • Herbicides • Pesticides • Paint • Paint thinner • Pool Chemicals • Motor oil & filters • Propane tanks • Polishes • Waxes For Fiscal Year 2014 -2015, only 30 HHW pick -ups have been scheduled . Staf f promotes this program on the District website, newsletter, social media, and in the Costa Mesa Recreation Guide. Staff has also given an oral presentation at the Costa Mesa Senior Center and at the Kiwa nis club meetings to promote the program. Non -eligible residents can take their HHW materials to any of the permanent HHW facilities in Orange County . The closest facility to Costa Mesa is located in Huntington Beach at 17121 Nichols St. Gate 6 . Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and environmentall y friendly way.” “Strategy : We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not applicable Environmental Review This report is an administrativ e matter, and an administrative matter is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines . The program itself, consisting of safely removing household hazardous mate rials from elderly residents ’ homes , is a betterment to the environment.
Board of Directors Study Session April 14 , 201 5 Page 3 of 3 Financial Review For Fiscal Year 201 4 -201 5 , the program budget is $35 ,000. To date, the District has only spent $2,940. Staff will continue to monitor this program. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the April 14 , 201 5 , Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct sta ff to re port back with more information . Attachments A. Door -to -Door HHW Collection Program Flyer
FREE DOOR -TO -DOOR HOUSEHOLD HAZARDOUS WASTE COLLECTION PROGRAM FOR SENIORS & IMMOBILE R ESIDENTS LIVING IN COSTA MESA The Costa Mesa Sanitary District sponsors a FREE d oor -to -d oor household hazardous waste (HHW ) c ollection program for residents who may not have the ability to recycle or dispose of their hazardous materials at HHW facilities. In order to qualify for this program , residents must be 62 years of age or older, or be a person with a certified disability and be living in a small scale residential property (4 units or less). CR&R will be carrying out this service and provide information on how to properly store and package the materials. On the collection day, the resident must place bags or containers at the front of their house by 7:00 a.m. The resident does not need to be home when the HHW items are collected. ITEMS ACCEPTED Used Oil Household Batteries Cleaning Products Automotive Products Pesticides Paint Paint Thinner Pool Chemicals Polishes Fluorescent Light Bulbs E -Waste e tc… To schedule a pick -up, please call CR&R Customer Service at (949) 646 -4617 . Monday -Friday 8:00 a.m.—5:00 p.m. COSTA MESA SANITARY DISTRICT 628 W. 19th Street, Costa Mesa, CA 92627 -2716 For more information, please call the Costa Mesa Sanitary District at (949) 645 -8400. Attachment A
Costa Mesa Sanitary District ... an Independent Special District Sewer Lateral Assistance Program (SLAP) Review Item Number:8. Recommendation/Notes: Recommendation: That the Board of Directors provid e staff with direction on implementing changes to the SLAP program for Fiscal Year 2015-20 16. ATTACHMENTS:Description Type SLAP Review Cover Memo
Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via : Scott Carroll, General Manager From: Wendy Davis, Finance Manager Date: April 14 , 201 5 Subject: Sewer Lateral Assistance Program (SLAP) Review Summary The Board of Directors implemented the Sewer Lateral Assistance Program (SLAP) on July 15, 2007. The P rogram serves as a financial incentive to encourage property owners to properly maintain their sewer lateral line s , which may aid in the prevent ion of Sanitary Sewer Overflows (SSOs). At the May 22 , 201 4 Board meeting , the Board of Directors reviewed and approved the SLAP program parameters for the 2014 -15 fiscal year. Staff is requesting the Board of Directors review and discuss revising the SLAP program parameters f or the upcoming fiscal year 2015 -16 and 2016 -17. Staff Recommendation That the Board of Directors discuss r evising the SLAP program parameters and provide direction to staff for the preparation of the SLAP program budget for the 2015 -16 and 2016 -17 fiscal year s . Analysis Due to the popularity of this P rogram, s taff is requesting the Board of Directors consider revising the program parameters effective July 1, 201 5 to allow for adequate funding . The current Board approved policy is shown below:
Board of Directors April 14 , 201 5 Page 2 of 3 The 2014 -15 fiscal year adopted budget for SLAP is $200,000 , which allows staff to accept 160 applications at $1,250 each. As of March 31, 2015, staff h as accepted 175 new applications for a potential cost of $218,750 . Staff has accepted more applications than budget ed due to the carryover of $65,675 for 41 applications accepted in fiscal year 2013 -14 , but not paid as of June 30, 2014. Of the 41 applications carried over, 24 expired due to the applica n t not completing the process within the required time period. With the funds from the se expired prior year applications, expired current year applications and applications reimburse d less than the maximum amount, staff estimates that 210 applications could be funded for fiscal year 2014 -15. This allows for another 36 applications to be accepted . The District has received a n average of 20 applications per month over the last nine months . If this rate of applications continues for the remaining three months of the fiscal year, a total of 60 applications will be submitted . With only 36 SLAP spots left to fill , staff estimates that the program will need to be suspended around June 1, 2015. To sustain the ex is ting program parameters of $1,250 , or approximately 2 00 applications per year, the budget would need to be increased to $250 ,000 for the fiscal year 2015 -16. Staff is estimating 200 applications per year since not every applicant comp letes the process. If the funding is not increased then taking applications would need to be suspended in approximately February 2016. An alternative solution is to decrease the amount of reimburse ment to $1,000 , which would allow the budget to remain at $200,000. Staff is of the opinion that the existing SLAP program is not preventive , but rather reactive. Homeowners are only applying for the program when they have a problem. Many applications received by Staff did not follow the established guideline s. Staff spends a lot of time dealing with disgruntled plumbers and/or homeowners. Additionally, i t is difficult to determine whether the plumbers participating in the program are increasing their rates because they know the homeowner will get some reimb ursement. Staff also has a difficult time determining the actual amount pa id since most plumber invoices are simply quotes. Finance must setup each SLAP applica n t as a vendor in the Accounts Payable system . T his year alone, staff has created 126 new ven dors for the SLAP payments. In an effort to address these difficulties and modify to the program to more proactive, s taff is suggesting changing the program to a CCTV Lateral program defined as follows: Cost to the Benefit to the District Participant Reimbursement 1,250 $ 1,250 $ Waived Fees 240 240 CCTV review by Staff 65 - Inspection Cost 70 - Total Cost 1,625 $ 1,490 $
Board of Directors April 14, 2015 Page 3 of 3 • Train plumbers to CCTV private laterals to District specifications on behalf of the District. • There would be n o out of pocket costs for the homeowner . • The h omeowner would complete an application and call one of the trained plumbers listed on the application to schedule the CCTV. • The p lumber would bring the completed application, CCTV and invoice to the District for payment. • The District will pay the plumber based on a t wo tier fixed fee , $400 with a cleanout or $600 w ithout a cleanout . • Staff would review the CCTV and contact the homeowner to describe what they see and suggest what their options are. • Staff can suggest that the homeowner obtain three quotes and provide them with an estimate of the costs. • Allow the homeowner to apply every three years. Changing the program to a CCTV program would make the program proactive and allow homeowners that could not afford to participate be fore , to have their laterals check ed for free. Strategic Plan Element & Goal This item complies with Strategic Plan Element 1 .0, S ewer Infrastructure and Strategic Goal No. 1 .9 , Sewer Lateral Assistance Program . Legal Review Not applicable at this time. Environmental Review The reimbursement to residents for sewer lateral repairs is not a disturbance of the environment similar to a new project that includes grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review The SLAP budget for FY 2014 -15 is $200,000. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 14 , 201 5 Board of Directors study session at District Headquarters and on District website. Alternative Actions 1. Do not approve new parameters for SLAP and direct staff to continue using the established parameters. Attachment A: Sewer Lateral Assistance Program Summary Attachment B: Sewer Lateral Assistance Program (SLAP) Update 3/31/2015
ApplicationsApplicationsTotal Fiscal Year Received Paid Paid Budget F/S Paid Variance F/S Paid 2007 ‐08121103128,274 $ 150,000 $ 113,106 $ 36,894 $ 97 2008 ‐09162131168,101 186,894 154,689 32,205 124 2009 ‐10154126172,060 182,205 168,738 13,467 131 2010 ‐11156126169,959 250,000 195,840 54,160 146 2011 ‐12199140170,645 200,000 199,452 548 142 2012 ‐13226160204,462 225,000 223,523 1,477 165 2013 ‐14178128145,926 310,000 215,672 94,328 177 2014 ‐15175 126 136,152 200,000 136,152 63,848 126 1,371 10401,295,579 $ 1,704,099 $ 1,407,172 $ 296,927 $ 1108 COSTA MESA SANITARY DISTRICT Sewer Lateral Assistance Program Summary As of 3/31/2015 Per Tracking Spreadsheet Per Financial System
Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors Via : Scott Carroll , General Manager From: Wendy H. Davis, Finance Manager Date: April 2 3 , 201 5 Subject: Sewer L ateral Assistance Program (SLAP ) Update Summary The following is a summary of the Sewer Lateral Assistance Program (SLAP) activity f or the 2014 -2015 fiscal year as of March 31 , 2015 : Staff Recommendation That the Board of Directors approve and file t his report.
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