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Minutes - Board - 2015-10-13 FSA sANfr 001Lo 0.1f9 COSTA COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION OCTOBER 13, 2015 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on October 13, 2015 at 9:30 A.M. at 628 W. 19N' Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert Ooten, Arlene Schafer, James Ferryman DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; Robin Hamers, District Engineer; Noelani Middenway, District Clerk; Javier Ochiqui, Senior Management Analyst; Elizabeth Pham, Management Analyst II; Ed Roberts, Code Enforcement Officer; Steve Cano, Wastewater Maintenance Superintendent; Gina Terraneo, Administrative Assistant I OTHERS PRESENT: Dean Ruffridge, CR&R; Sally Geislar, University of California Irvine; Judy Marquez, Innovare Environmental; Jim Mosher, Resident PUBLIC COMMENT Judy Marquez, a representative from Innovare Environmental, introduced herself and provided a brief presentation of her multi-agency implementation program for source control. Ms. Marquez shared that the program goals would be to incentivize restaurants to comply with Fats, Oils, and Grease (FOG) reduction efforts and increase the current food waste diversion rate. Assistant Secretary Schafer suggested that Ms. Marquez s source control program be placed on a future study session agenda to further discuss the program. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 13, 2015 Robin Hamers, District Engineer, commented that current participants in the District's FOG program could be grandfathered into Ms. Marquez's source control program. ITEMS OF STUDY 1. Recycling & Waste Diversion Reports — September 2015 Recommendation: That the Board of Directors receive and file the report. Javier Ochiqui, Senior Management Analyst, provided report details. He reported that the current diversion rate is 57% and approximately 735 tons of organic material was collected in September. Secretary Ooten requested a future study session item to explain the Recycling and Waste Diversion reports and how they relate to the Waste Characterization Study. Discussion followed regarding the Organics Recycling program and contamination percentages. 2. Code Enforcement Officer Report— September 2015 Recommendation: That the Board of Directors receive and file the report. Ed Roberts, Code Enforcement Officer, provided report details. He reported that there were 7 open scavenging reports and 65 incidents of trash carts in public view in September. President Scheafer commented that there is a large social media movement regarding the prevalence of motels and transients in Costa Mesa, especially in the Harbor and Wilson area. He suggested that Mr. Roberts' time be focused on this area. Mr. Roberts shared that he was tasked with this area when he was a Costa Mesa Police Department Code Enforcement Officer and that he will try to focus on this area to minimize scavenging activity. Discussion followed regarding recycling centers that scavengers utilize and criminal activity on the East side of Costa Mesa. Vice President Perry provided a report regarding non-CR&R trash carts within the District's service area. Scott Carroll, General Manager, added that the reported carts are being shared by multiple properties that are not on the District's tax roll for trash services. Discussion followed regarding the District's jurisdiction regarding properties with four or more units. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 13, 2015 Director Ferryman suggested that the District may need to conduct an audit of the Districts trash carts. 3. Organics Ad Hoc Committee Update — Oral Report Recommendation: That the Board of Directors receive an oral report from President Scheafer. President Scheafer reported that the next Organics Ad Hoc Committee meeting will be on Thursday, October 15, and that an update will be provided at the next Study Session. 4. Organics Behavioral Study Update Recommendation: That the Board of Directors receive an update on the organics behavioral study conducted by Sally Geislar, Doctoral Candidate, School of Social Ecology at UC Irvine. Sally Geislar, UC Irvine Doctoral Candidate, provided an update regarding the organics behavioral study survey which will identify how households are responding to the program and to test new tools to improve participation in the program. Additionally, she reported that she won the Haynes Foundation Fellowship award for $20,000, which will help fund the study. Lastly, discussion followed Ms. Geislar's presentation regarding increasing outreach to the Hispanic/Latino population of Costa Mesa and the disposal of fats, oils, and grease in the organics carts. 5. New Signage for CR&R Trucks — Oral Report Recommendation: That the Board of Directors receive an oral report from Dean Ruffridge, Senior Vice President of CR&R. Dean Ruffridge, Senior Vice President of CR&R, presented the opportunity for the District to change the current large signage on Costa Mesa's CR&R trucks. He reported that some of the trucks need to be repainted due to fading, and wanted to give the District the opportunity to change the signs at this time if they wished. Scott Carroll, General Manager, indicated that he did not wish to have the signs changed at this time. Discussion followed regarding CMSD brand recognition and the Board of Directors concurred that the signs do not need to be changed. 6. Tri-State Seminar— Oral Report Recommendation: That the Board of Directors receive an oral report from Steve Cano, Wastewater Maintenance Superintendent, regarding his attendance at the Tri-State Seminar in Las Vegas, Nevada. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 13, 2015 Steve Cano, Wastewater Maintenance Superintendent, provided report details regarding the Tri-State Seminar in Las Vegas, Nevada. During the seminar, he reported learning about two products that the District may want to consider utilizing: composite grade rings and acoustic sewer inspections. Discussion followed regarding the District's possible uses for these products. 7. Socrata Open Performance Recommendation: That the Board of Directors: 1. Receive a demonstration from staff about a new program to measure performance. 2. Give staff direction to proceed with the program and report back on October 22, 2015 with the appropriation of $19,800 to continue said program on an annual basis. Scott Carroll, General Manager, provided details of the Socrata Open Performance program. He reported that Socrata is a program that allows the public to access government data easily that would increase transparency. Elizabeth Pham, Management Analyst II, provided a demonstration of the Socrata pilot program. Mr. Carroll added that the District could also use Socrata to present its budget and employee salaries. Director Ferryman shared that he likes the program, but it may provide more information than the public is interested in seeing. He asked if the program would eliminate other costs. Additionally, he asked if there is an abbreviated version of the program that may be less costly. Mr. Carroll shared that there is no abbreviated version of the program. Secretary Ooten shared that he likes the program, but suggested that it focus on one area rather than being so broad. Jim Mother, a member of the public, expressed that he does not find it to be a useful tool for the public and that it is not a good use of public funds. He added that the data is not well-explained and he suggested that the District look further into how other agencies use Socrata before moving forward with a decision. Secretary Ooten recommended that staff get more input and assess the program before committing to purchasing the program. The Board of Directors directed staff to not move forward with the purchase of the Socrata Open Performance system. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 13, 2015 8. Hotspot Program Recommendation: That the Board of Directors receive the plan identified in the staff report to reduce hotspots to less than 30 locations and identify a feasible number of permanent hotspots. Scott Carroll, General Manager, provided report details. He provided details of a study conducted in the City of San Mateo on the effectiveness of the Razor Rooter II in diminishing roots. Mr. Carroll added that Steve Cano, Wastewater Maintenance Superintendent, will be meeting with a representative from Duke's Root Control to discuss Razor Rooter II. He explained that if the product is successful, the District may use it to prepare for the upcoming El Nino season. Discussion followed regarding the root-clearing process. Mr. Carroll discussed the issue of grease and the lack of grease interceptors among local restaurants. Discussion followed regarding the high cost of grease interceptors and the possibility of a reimbursement program for restaurants. Vice President Perry asked approximately how many restaurants the District anticipates utilizing this program and requested that this program be discussed at a future study session. Discussion followed regarding how the program might be structured. Mr. Carroll added that it is more cost effective to continue cleaning certain hotspots regularly than it is to repair sags in the sewer line. He asked that the Board direct staff to proceed with the plan to reduce hotspots and to present a pilot program for grease interceptor reimbursement. Judy Marquez, a representative from Innovare Environmental, elaborated on the sources of grease and the importance of education to supplement compliance with source control efforts. 9. Future Study Session Items Recommendation: That the Board of Directors provide staff with direction on items to be placed on future study session agendas. President Scheafer thanked Mr. Carroll for providing information to Brad Zint regarding the odor issues near Gisler and Cinnamon. Discussion followed regarding other areas in Costa Mesa with odor issues and addressing odor issues with Organics Recycling carts. President Scheafer asked if CR&R can quantify and report the amount of contamination in the organic waste collection. Discussion followed regarding adding information about contamination and organic waste overflow in the newsletter and on the District's website. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD OCTOBER 13, 2015 Vice President Perry asked that potential dates be determined for those interested in touring the Perris facility before its completion. Assistant Secretary Schafer asked if the rest of the Board would like to have the District's Holiday Dinner at the Golden Dragon again this year. Discussion followed regarding determining potential dates and having Assistant Secretary Schafer coordinate the dinner with staff support. ORAL COMMUNICATIONS- None ADJOURNMENT There being no further business to come before the Board, President Scheafer adjourned the meeting at 11:32 A.M. a � Robert Ootenf Mi- aelScheaf_, Secretary President