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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
APRIL 11, 2017
Members present
Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk), Wendy Davis
(Finance Manager), Robin Hamers (District Engineer), Ed Roberts (Code Enforcement
Officer), Gina Terraneo (Management Analyst I), Nabila Guzman (Management Analyst
I), Bao Vong (Engineering Technician)
Others present
Art Goddard (Costa Mesa Historical Society), Dean Ruffridge (CR&R), Maria Lazaruk
(CR&R), David Latham (CR&R), Shelley Heller (CR&R)
Meeting called to order at 9:33 A.M.
A. OPENING ITEMS
Procedural: 1. Roll Call
President Scheafer called the meeting to order at 9:33 A.M.
District Clerk, Noelani Middenway, conducted roll call. All Board Members were
present.
Procedural: 2. Public Comments
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11, 2017
President Scheafer opened public comments. Seeing nobody wishing to speak,
President Scheafer closed public comments.
B. ITEMS OF STUDY
Presentation: 1. New CMSD Employee Introductions: Bao Vong, Engineering
Technician and Nabila Guzman, Management Analyst I
Recommendation: That the Board of Directors receive this oral report.
General Manager, Scott Carroll, introduced Nabila Guzman, Management
Analyst I.
Finance Manager, Wendy Davis, introduced Bao Vong, Engineering Technician.
There were no further questions or discussion and the oral report was received.
Discussion, Receive and File: 2. Pump Station Control Panel Art Wrap Program -
Update
Recommendation: That the Board of Directors receive and file this report.
Management Analyst I, Gina Terraneo, provided an update regarding the Pump
Station Art Wrap Program.
District Engineer, Robin Hamers, shared that there will be another pump station
available for wrapping on Calvert Avenue in 1-2 months.
Discussion followed regarding the recommended artwork and the logistics of
wrapping the pump station control panels.
Art Goddard of the Costa Mesa Historical Society noted that there is a license fee
of $50 per image and that a QR code can be added to the artwork, leading
viewers to a webpage containing a description of each image.
Ms. Terraneo presented the recommended artwork and shared the historical
significance of each piece.
President Scheafer suggested creating a Lions Club Fish Fry themed art wrap for
the box on Calvert Avenue.
The Board of Directors directed staff to move forward with the proposed artwork
and have Mesa Art wrap the pump stations.
There were no further questions or discussion and the report was received.
Receive and File: 3. Organics Tonnage Report
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11, 2017
Recommendation: That the Board of Directors receive and file the report.
Mr. Carroll noted that the organics tonnage increased to 900.25 tons in March
due to the recent rainfall.
Dean Ruffridge of CR&R introduced David Latham of CR&R to discuss a resident
that has issued several complaints about his organics recycling carts not being
collected.
Mr. Latham shared information about the resident's complaints. He shared
photos of the resident's organics carts and indicated that the carts were heavily
contaminated with non-organic material and not placed curbside for collection.
Mr. Carroll noted that contaminated waste should still be collected by CR&R and
sorted out before being taken to the Anaerobic Digestion Facility. He added that
the District can send a warning to the resident if the organics carts are being
used as regular mixed waste carts. Additionally, Mr. Carroll suggested that Code
Enforcement Officer, Ed Roberts, make contact with the resident to address the
issue.
President Scheafer requested that CR&R provide an update about this issue
after Mr. Roberts makes contact with the resident.
II
There were no further questions or discussion and the report was received.
Maria Lazaruk of CR&R introduced Shelley Heller, the District's new account
representative.
Ms. Heller shared her educational and professional background.
Director Perry suggested that Ms. Heller work with staff on the District newsletter.
There were no further questions or discussion and the report was received.
Receive and File: 4. March 2017 Code Enforcement Officer Report
Recommendation: That the Board of Directors receive and file the report.
Code Enforcement Officer, Ed Roberts, provided report details. He noted that
there were 6 proactive scavenging investigations and 103 cases of trash carts in
public view.
Discussion followed regarding specific scavenging cases and the citizen friendly
approach to addressing trash carts in public view.
There were no further questions or discussion and the report was received.
COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11, 2017
Discussion, Receive and File: 5. Quarterly Legislative Update -April 2017
Recommendation: That the Board of Directors receive and file the Quarterly Legislative
Update and direct staff to send letters of support for AB 979 and AB 1147 to the bills'
authors.
Ms. Terraneo presented the Quarterly Legislative Update and noted that staff is
tracking 29 bills. She provided an overview of AB 979, AB 1147, and SB 496 and
noted that staff will be sending letters to the District's representatives
regarding these bills.
Secretary Schafer asked when the letters will be sent and if Board approval is
needed.
Mr. Carroll confirmed that the letters can be completed with the Board of
Directors' direction instead of waiting for a formal action.
President Scheafer asked Mr. Ruffridge if the newly passed gas tax increase
would have an effect on CR&R's vehicle fleet.
Mr. Ruffridge noted that the gas tax increase will not impact CR&R's vehicle fleet
because there is no surcharge on vehicles that utilize renewable natural gas.
However, he noted that vehicle registration fees are expected to increase.
The Board of Directors directed staff to submit the recommended letters for AB
979, AB 1147, and SB 496.
There were no further questions or discussion.
Discussion: 6. OC Waste & Recycling Grant Application Submittal
Recommendation: That the Board of Directors:
1. Receive and review staffs plan to use grant money, if awarded, for implementing
programs to assist deterring scavenging activities within CMSD service area.
2. Direct staff to bring this item back to the April 27, 2017 Board of Directors meeting
with a resolution for approving the grant submission.
Ms. Terraneo provided details regarding the proposed OC Waste & Recycling
Grant Application focusing on anti-scavenging.
Discussion followed regarding the requested grant award and the staff time
associated with grant administration.
Director Perry suggested that staff include the cost of the newsletter in the grant
application to help promote District programs.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11,2017
Assistant SecretaryOoten suggested requestingmore funds than the proposed
99
amount of$15,000.
President Scheafer asked if the District currently promotes composting.
Mr. Carroll noted that the District no longer promotes composting through
presentations and compost bin sales.
The Board of Directors directed staff to bring the item back to the April 27, 2017
Board of Directors meeting with a resolution for approving the grant submission.
There were no further questions or discussion and the report was received.
Discussion: 7. Citizens Environmental Protection Academy
Recommendation: That the Board of Directors considers implementing a Citizens
Environmental Protection Academy (CEPA) where participants learn techniques on how
to protect the environment while also learning how agencies are using innovation to
save and protect California's resources.
Mr. Carroll provided details for the proposed Citizens Environmental Protection
Academy, where residents will be educated on District functions and can
participate in tours of CR&R, Orange County Sanitation District (OCSD), and
Orange County Water District (OCWD) facilities. He proposed budgeting $20,000
for the first year of the program.
Discussion followed regarding the success of Mesa Water District's Water Issues
Study Group.
The Board of Directors indicated support for the proposed academy.
Assistant Secretary Ooten noted that the District did not receive applicants when
it established an academy in the past, but suggested using the newsletter and
website to better publicize the academy.
Secretary Schafer suggested holding the academy in the evening to increase
attendance.
Mr. Carroll suggested holding the academy on a Saturday.
Director Perry suggested that the District inform Newport Mesa School District of
the academy and asked staff to find out if the academy can be included in the
grant application for OC Waste & Recycling.
The Board of Directors directed staff to budget for this academy in the next fiscal
year.
COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11, 2017
There were no further questions or discussion.
Discussion: 8. Consider Assigning Microsoft Surface Pro 4 to Board of Directors
for Conducting CMSD Business
Recommendation: That the Board of Directors direct staff to bring this item back to the
April 27, 2017 Board of Directors meeting for approval consideration.
Mr. Carroll noted that the California Supreme Court recently ruled that emails and
texts on private devices are subject to the Public Records Request Act. He
recommended that the Board of Directors utilize Microsoft Surface Pros as their
only device to conduct District business.
Discussion followed regarding the use of Microsoft Surface Pros and the
implication of the Supreme Court ruling.
President Scheafer requested that the Board receive training on how to use the
devices, should these devices be purchased.
Discussion followed regarding the retention schedule for e-mails and digital
correspondence.
The Board of Directors directed staff to place the item on the April 27, 2017
Board of Directors meeting for approval consideration.
There were no further questions or discussion.
Procedural: 1. Oral Communications & Director Comments
Mr. Carroll noted that staff would like to request a special meeting to approve a
change order that is above his approval authority.
Mr. Hamers noted that the Board would need to achieve a 4/5 vote in order to
hear and discuss the non-agendized, time sensitive matter.
Motion: To hear the non-agendized, time sensitive issue.
Motion by Mike Scheafer, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
Mr. Hamers shared that a change order is needed for Project #315 for
19th Street Pump Station and that staff is requesting a special meeting for the
Board to discuss and consider approving the change order.
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD APRIL 11, 2017
The Board of Directors directed staff to hold a special meeting on April 14, 2017
at 9:00 A.M.
Secretary Ooten requested an update regarding staffs plan to meet the District's
goal of a 75% diversion rate.
Mr. Carroll noted that he will contact CR&R to find out when they will conduct a
waste characterization study.
There were no further questions or discussion.
C. CLOSED SESSION
President Scheafer adjourned the meeting to closed session at 10:51 A.M. to
confer with Real Property Negotiators (Gov Code §54956.8) regarding the
property at 2252 Fairview Road, Costa Mesa. The agency negotiator was Scott
Carroll and the other negotiating party was Mike Johnson.
D. RECONVENE TO OPEN SESSION
President Scheafer reconvened the meeting to open session at 11:05 A.M. He
noted that there was no reportable action taken during the closed session.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 11:05 A.M.
Ol!!
Arlene Schafer Michael Scheaf:'
Secretary President