Loading...
Minutes - Board - 2015-12-08 ,SANIT44,,,x 8.5A Y 11. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION DECEMBER 8, 2015 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on December 8, 2015 at 9:30 A.M. at 628 W. 19`" 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. OTHERS PRESENT: Judith Marquez, Innovare Environmental; Jim Mosher, Resident; Lawrence Jones, CR&R. PUBLIC COMMENTS Judith Marquez, a representative from Innovare Environmental, presented a brochure titled "Planning for Tomorrow" regarding a multiagency community program developed to divert food waste, prevent storm water pollution, and reduce fats, oils, and grease (FOG) in wastewater. Ms. Marquez noted that the program would include an "Ocean- friendly Restaurant' component, which would incentivize local restaurants to reduce FOG and food waste through education. She added that the program will produce measurable data and would engage residents through publicity within local restaurants, community events, and student internships. Discussion followed regarding local agencies that are involved with the program, the District's Supplemental Environmental Projects (SEP), and the submission of the SEP to the State Water Resources Control Board and Regional Water Quality Control Board. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 8, 2015 ITEMS OF STUDY 1. Recycling & Waste Diversion Reports— November 2015 Recommendation: That the Board of Directors receive and file the report. Senior Management Analyst, Javier Ochiqui, provided report details. He noted that the District currently has a 56.9% diversion rate and collected 633 tons of organic waste in the month of November. Discussion followed regarding minor fluctuation in the diversion rate from 57% to 56%. President Scheafer noted that the Organics Recycling Program would be discussed in further detail during Item 3, the Organics Ad Hoc Committee Update. 2. Code Enforcement Officer Report— November 2015 Recommendation: That the Board of Directors receive and file the report. Senior Management Analyst, Javier Ochiqui, provided report details. He noted that there were 6 incidents of scavenging activity, 66 cases of trash carts in public view, and that the District issued 13 notices of violation regarding trash carts in public view in the month of November. Discussion followed regarding the concentration of scavenging reports on the West side of Costa Mesa and the prevalence of trash carts in public view. 3. Organics Ad Hoc Committee Update — Oral Report Recommendation: That the Board of Directors receive an oral report from President Scheafer. President Scheafer provided report details of the Ad Hoc Committee Meeting and noted that Lawrence Jones of CR&R presented photos to illustrate common disposal practices in the District's service area and provided an update regarding the Anaerobic Digestion Facility. Mr. Jones indicated that the characterization study is currently being conducted and another characterization study will be presented next year. He noted that the photos presented at the Organics Recycling Implementation Ad Hoc Committee Meeting illustrated the prevalence of green waste being disposed of in mixed waste carts rather than organics recycling carts. Mr. Jones recommended that the District continue educating the community about the proper disposal of organic waste. Additionally, he noted that multifamily residences have been less compliant with the Organics Recycling Program and that he will continue to present photos each quarter to show the visual progression of the program. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 8, 2015 President Scheafer noted that CR&R collects an average of 24 tons of organic material per day and that the upcoming Christmas tree collection will be included in the organic tonnage data. Discussion followed regarding the District's quarterly newsletter and state mandated planning for organic recycling programs. 4. Pump Station Electrical Control Panel Art Wraps Pilot Program Recommendation: That the Board of Directors: 1. Give staff direction to proceed with the program; and 2. Give staff direction on the criteria to be used for selecting artwork. Scott Carroll, General Manager, provided report details regarding a pilot program to beautify pump station electrical control panels through public art. He noted that the District's pilot program is based on the City of Costa Mesa and the Costa Mesa Cultural Arts Community's program where local artists were solicited to submit an application with images that meet certain criteria to be placed on public utility boxes. Mr. Carroll presented photos of two pump station electrical control panels that were selected for the pilot program: the Elden and Harbor Pump Stations. He added that the artwork is placed on the panels with a graffiti-resistant wrapping and that the District has 20 total electrical control panels. Mr. Carroll requested feedback and direction from the Board of Directors regarding proceeding with the program and establishing criteria for the artwork. Lastly, he provided suggestions including creating an Ad Hoc Committee, seeking public comments regarding the artwork, and proceeding with the program in phases. Assistant Secretary Schafer recommended establishing an Ad Hoc Committee and considering soliciting artwork from students within the Newport-Mesa Unified School District. Discussion followed regarding integrating images that display the history of Costa Mesa. Vice President Perry requested to know the cost of each art wrap. Mr. Carroll indicated that the cost is approximately $800 per art wrap. President Scheafer noted that if the Board of Directors would like to set up an Ad Hoc Committee, they would have to take action at the December 17, 2015 Board Meeting. Mr. Carroll confirmed that he will bring the item back to the December 17 Board Meeting. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 8, 2015 Secretary Ooten recommended that the Ad Hoc Committee consider placing the name of the pump station on the front side of each electrical control panel. Mr. Carroll noted that each panel displays the name of the pump station on the back side of the panel. Director Ferryman recommended that the Ad Hoc Committee consider whether the cost of the program would be more appropriately used to offset District rates. Jim Mosher, a member of the public, provided commentary regarding the pilot program. He suggested that the corresponding staff report include a reference to the meeting during which staff was directed to develop the pilot program. Mr. Mosher noted that the artwork for the pilot program contains bright colors, which seem to call attention to the panels. He raised the question of whether it is appropriate for the electrical control panels to draw public attention. President Scheafer indicated that Mr. Mosher's concerns are valid and recommended that the Ad Hoc Committee determine which panels may or may not be appropriate to wrap. Judith Marquez, a representative from Innovare Environmental, noted that the artwork can be used as a tool for community outreach and education if the images are aligned with District messaging. Discussion followed regarding community outreach, education, and determining the appropriate panels to undergo wrapping. 5. Project 196-C Installation of Backup Power for 23rtl Street Pump Station — Bid Opening Recommendation: That the Board of Directors direct staff to bring this item back to the December 17, 2015 Board of Directors meeting to consider approving the following: 1. Award a contract to the lower responsive and responsible bidder, TSR Construction and Inspection, in the amount of$179,400.00; and 2. Approve a contingency of 10% in the amount of$17,940.00. District Engineer, Robin Hamers, provided report details and presented a photo of the 23itl Street pump station. He noted that the project's purpose is to provide backup power for the pump station. Mr. Hamers provided information regarding the construction of the generator site and the District's coordination with the City of Newport Beach. He indicated that the item will be included in the agenda for the December 17, 2015 Board Meeting. Discussion followed regarding the location of the project, the permitting process, COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 8, 2015 and the contractor's liability, the critical nature of installing backup power at the 27 Street pump station, and the bids and estimated cost of the project. 6. OC Waste & Recycling Coordinator's Meeting Update Recommendation: That the Board of Directors receive and file the report. Elizabeth Pham, Management Analyst II, provided report details regarding the OC Waste & Recycling Coordinator's Meeting. She noted that the meeting included three presentations: a workshop conducted by Cal Recycle to address AB 1826, a presentation from the City of Laguna Beach regarding their efforts to increase commercial organic recycling, and a presentation from the Discovery Cube addressing community outreach through their Eco Challenge exhibit. Ms. Pham noted that representatives from the City of Costa Mesa attended the meeting. Lastly, she added that the District will give a presentation at the January 2016 OC Waste & Recycling Coordinator's Meeting regarding its Organics Recycling Program. Secretary Ooten requested that the Board of Directors be notified of the date, time, and location of the next OC Waste & Recycling Coordinator's Meeting. Discussion followed regarding the City of Laguna Beach's "yellow bag" commercial organic recycling program, Cal Recycle's brochure for AB 1826, and Waste Management's organic recycling process. 7. Future Study Session Items Recommendation: That the Board of Directors provide staff with direction on items to be placed on future study session agendas. Assistant Secretary Schafer recommended that the District address the issue of transients who store their personal belongings on the public right of way at the next Liaison Meeting on January 15, 2016. Discussion followed regarding the challenges of regulating the storage of private items on the public right of way and the agenda for the Liaison Meeting. Secretary Ooten recommended that the District request access to the City of Costa Mesa's emergency equipment, as well as look into utilizing CCTV services through El Toro Water District. Vice President Perry noted that information will be presented regarding the Ad Hoc Committee for the Employee Handbook at the February 9, 2016 Study Session. President Scheafer requested that the District invite Mike Carey of the OCC Recycling Center to provide an update at a future Study Session. Additionally, he requested that an item regarding security and preventative measures be added to a future study session. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 8, 2015 ORAL COMMUNICATIONS AND DIRECTOR COMMENTS President Scheafer noted that the Board of Directors received an invitation to the Special District Leadership Academy Conference in La Quinta, California from January 24 through 27, 2016. Vice President Perry requested verification regarding the due date of California Form 470. Assistant Secretary Schafer provided a reminder of the District Holiday Party on December 9, 2015. ADJOURNMENT There being no further business to come before the Board, President Scheafer adjourned the meeting at 10:49 A.M. c � � Z-1 M Robert Ooten /hael Scheafer Secretary President