Minutes - Board - 2016-05-10 8
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
MAY 10,2016
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in study session on May
10, 2016 at 9:30 A.M. at 628 W. 19th Street,
Costa Mesa, CA 92627.
ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert
Ooten, Arlene Schafer
DIRECTORS ABSENT: James Ferryman
STAFF PRESENT: Scott Carroll, General Manager; Robin
Hamers, District Engineer; Noelani
Middenway, District Clerk; Wendy Davis,
Finance Manager; Ed Roberts, Code
Enforcement Officer.
OTHERS PRESENT: Joe Jenkins, EEC Environmental; Dean
Ruffridge, CR&R; Judith Marquez, Innovare
Environmental; Lawrence Jones, CR&R; Jim
Mosher, resident.
PUBLIC COMMENTS
President Scheafer opened public comments.
Jim Mosher, a member of the public, initiated a brief discussion regarding the District's
local hazard mitigation plan.
Scott Carroll, General Manager, noted that the regional Water Emergency Response
Organization of Orange County (WEROC) developed a local hazard mitigation plan that
covers the District.
Seeing no other requests for public commentary, President Scheafer closed public
comments.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 10, 2016
ITEMS OF STUDY
1. Organics Recycling Tonnages— FY2015-16
Recommendation: That the Board of Directors receive and file the report.
Mr. Carroll provided report details.
There were no questions or comments and the Board of Directors received and
filed the report.
2. Code Enforcement Officer Report—April 2016
Recommendation: That the Board of Directors receive and file the report.
Ed Roberts, Code Enforcement Officer, provided report details. He noted that there
were 9 scavenging investigations and 79 cases of trash carts in public view in April
2016.
Discussion followed regarding early morning scavenging investigations and the
prevalence of trash carts in public view.
There were no additional questions or comments and the Board of Directors
received and filed the report.
3. Grease Control Device Installation Assistance Program
Recommendation: That the Board of Directors give staff direction to bring
back more information about the proposed program.
Mr. Carroll provided an overview of the District's strategic goal to reduce hot spots.
Joe Jenkins of EEC Environmental presented report details regarding a proposed
grease interceptor loan and grant program to reduce hot spots that result from local
food service establishments.
Discussion followed regarding other agencies that have similar assistance
programs and concerns about the program's financial feasibility.
Judith Marquez of Innovare Environmental provided comments and suggestions
regarding the grease interceptor program.
Discussion followed regarding the criteria, indirect costs of the program, the
establishment of a pilot program, and the possibility of partnering with other local
agencies.
The Board of Directors directed staff to bring back a proposal of a $50,000 pilot
program and to identify specific hot spots and restaurants that the program would
focus on.
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 10, 2016
There were no additional questions or comments.
4. OC Waste & Recycling Coordinator's Meeting — Update
Recommendation: That the Board of Directors receive and file the report.
Mr. Carroll provided an overview of the OC Waste & Recycling Coordinator's
Meeting on April 21, 2016.
There were no additional questions or comments and the Board of Directors
received and filed the report.
ORAL COMMUNICATIONS
President Scheafer moved up oral communications and requested that CR&R
address a constituent concern.
5. Ad Hoc Committee — Administrative Policies, Operations Code and
Employee Handbook
Recommendation: That the Board of Directors receives the report and
direct staff to report back with recommended updated policies and codes for
Board approval consideration on May 26, 2016.
Mr. Carroll presented report details. He noted that Vice President Perry and Assistant
Secretary Schafer are on the Ad Hoc Committee to review and update the District's
administrative policies, Operations Code, and Employee Handbook.
Discussion followed regarding the District's petty cash fund and procedures, term limits
for board officers, procedures for placing items on meeting agendas, timecard
procedures, proclamations, organizational chart, drug testing policy, CCTV viewing
certifications and pay, and employee insurance policies.
The Board of Directors directed staff to bring the updated policies and codes to the May
26, 2016 Board meeting for approval in the form of an ordinance.
There were no additional questions or comments.
President Scheafer adjourned the meeting to a brief recess at 10:58 a.m.
President Scheafer reconvened the meeting at 11:02 a.m.
PUBLIC COMMENTS
President Scheafer opened public comments.
Ms. Marquez requested information regarding the District's plan for a Supplemental
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 10, 2016
Environmental Project (SEP) program.
President Scheafer closed public comments.
6. Proiect#101 Westside Pump Station Abandonment Project— Oral Report
Recommendation: That the Board of Directors give staff direction.
Mr. Carroll provided updates regarding the status of Project#101.
Discussion followed regarding the cost of Project #101 and the Orange County
Sanitation District's upcoming review of the project.
The Board of Directors directed staff to bring this item to the June 14, 2016 Study
Session.
There were no additional questions or comments.
7. Appropriation of$500,000 from Project#101 — Oral Report
Recommendation: That the Board of Directors direct staff to place this item
on May 26, 2016 Board meeting agenda for consideration.
Wendy Davis, Finance Manager, presented a proposal to appropriate $500,000 from
Project#101 to start funding the repair of Grade 5 sewer sections.
Discussion followed regarding alternatives to funding the repair of Grade 5 sewer
sections through Project#101.
The Board of Directors directed staff to place this item on the May 26, 2016 Board
meeting agenda.
There were no additional questions or comments.
8. Future Study Session Items
Recommendation: That the Board of Directors provide staff with direction
on items to be placed on future study session agendas.
Vice President Perry requested that an item be placed on the June 14, 2016 Study
Session agenda about tours of CR&R's Anaerobic Digestion Facility.
President Scheafer requested that an item be placed on the June 14, 2016 Study
Session agenda about the District's preliminary discussions in response to Mesa Water
District's letter.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 10, 2016
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 11:35 A.M.
V-41( l di-Ott‘.
Robert Ooten Mic'aeI Scheafer
Secretary President