2017_07_18_studyTuesday, July 18, 2017
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa
9:30AM
A. OPENING ITEMS
1. Roll Call
2. Public Comments
B. ITEMS OF STUDY
1. CMSD Annual FOG Program Assessment
2. June 2017 Code Enforcement Officer report
3. Fiscal Year 2016-17 Organics Tonnage Report
4. Fiscal Year 2016-17 Solid Waste Diversion Report
5. Quarterly Legislative Update
6. Consider Vacating CMSD Sewer and Easement North of 1580-1590 Scenic Avenue
7. Consider Changing CMSD Operational Hours
C. CLOSING ITEMS
1. Oral Communications & Director Comments
2. Adjournment
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Tuesday, July 18, 2017
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa
9:30AM
A. OPENING ITEMS
(If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such
determination shall be the permission required by law.)
Subject 1. Roll Call
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Procedural
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A. OPENING ITEMS
This time has been set aside for persons in the audience 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 matter 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 will be limited to four (4) continuous minutes.
Subject 2. Public Comments
Meeting Jul 18, 2017 - Board of Directors Study Session
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B. ITEMS OF STUDY
File Attachments
A - Annual Assessment Report 2017.pdf (611 KB)
B - Presentation Slides.pdf (217 KB)
Subject 1. CMSD Annual FOG Program Assessment
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Receive and File
Goals 1.8 Fats, Oil & Grease (FOG) Program
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B. ITEMS OF STUDY
File Attachments
June 2017 CEO report.pdf (576 KB)
Subject 2. June 2017 Code Enforcement Officer report
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Receive and File
Goals 2.7 Continue code enforcement presence
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B. ITEMS OF STUDY
Summary
A total of 9,448.17 tons of organic waste were collected and recycled in Fiscal Year 2016-17. In comparison, a total of
7,699.26 tons of organic waste was collected in Fiscal Year 2015-16, a 23% increase.
Staff Recommendation
That the Board of Directors receive and file the report.
Analysis
Below is the graph depicting the total tonnage of organic waste collected during each month for fiscal years 2015-16
and 2016-17.
Legal Review
Not Applicable.
Environmental Review
Subject 3. Fiscal Year 2016-17 Organics Tonnage Report
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Receive and File
Goals 2.00 Solid Waste
2.4 Develop Strategies for 75% Waste Diversion
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Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment
similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not Applicable.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the July 18, 2017 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
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B. ITEMS OF STUDY
Summary
On July 1, 2012 AB 341 became a law requiring 75% of the state's waste stream to be diverted away from landfills by
2020. Later that year, CMSD conducted a community survey and learned that 81.6% of the 1,000 residents surveyed
supported increasing solid waste diversion away from landfills to 75%. As a result of AB 341 and the 2012 Community
Survey, on April 10, 2013, the Board of Directors established a goal of diverting 75% of the waste stream away from
landfills by 2015 and diverting 90% by 2020, which was adopted in the FY 2015-20 Strategic Plan at the May 28, 2015
Board meeting.
To help achieve CMSD's diversion goals, the Board of Directors approved the Organics Recycling Program on February
25, 2014. The program began in July 2015 and was fully implemented by September 2015. This report summarizes the
progress CMSD has made to achieving its diversion goals.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff calculated the diversion
for FY 2016-17 at 62.82%. A total of 46,153.63 tons of solid waste materials were collected, of which 28,993.09 tons
were diverted away from landfills. The materials diverted away from landfills and recycled included newspaper,
cardboard, mixed paper, glass, polyethylene (PET) and high density polyethylene (HDPE) plastics, aluminum cans,
tin/metal, green waste (as alternative daily cover at landfills), organics (green waste and food scraps), wood and mixed
plastics.
In addition to curbside collection from CR&R, CMSD offers a variety of other waste diversion programs including large
item pickup, where white goods are collected, and Christmas tree recycling. In FY 2016-17 the total tonnage collected
from these two programs totaled 495.28 tons, or 408.34 and 86.94 tons, respectively, which is included in the diversion
report. Attachment A is the FY 2016-17 diversion rate support.
Legal Review
Not applicable.
Environmental Review
When the District established the organics program, the District came to the following conclusion regarding CEQA:
In conclusion, it is recommended the Board of Directors find the proposed modifications to the trash collection program
are not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (“the activity will
not result in a direct or reasonably foreseeable indirect physical change in the environment”) and 15060(c)(3) (“the
activity is not a project as defined in Section 15378”) of the CEQA Guidelines, California Code of Regulations, because it
has no potential for a change in the environment. Additionally, because the processing of organics will act to protect the
environment, a Notice of Exemption should be filed under CEQA Guideline 15038.
Although the current staff report is an update on activities to date; the District may make the above finding again, or
re-consider the conclusion if new provisions are added to the trash collection program in the future.
Financial Review
There is no additional fiscal impact other than the funds provided in the adopted budget and the agreement with CR&R
and CRTransfer.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the July 18, 2017 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Subject 4. Fiscal Year 2016-17 Solid Waste Diversion Report
Meeting Jul 18, 2017 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 2.00 Solid Waste
2.4 Develop Strategies for 75% Waste Diversion
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1. Direct staff to report back with more information.
File Attachments
FY16-17 CRR-OCC Diversion.pdf (78 KB)
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B. ITEMS OF STUDY
File Attachments
Legislative Analysis Quarterly Report (May-July).pdf (157 KB)
Subject 5. Quarterly Legislative Update
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Receive and File
Goals 5.3 Stay informed on applicable federal, state and regional regulations
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B. ITEMS OF STUDY
Summary
At the June 23, 2016 regular meeting, the Board of Directors approved vacating a portion of a CMSD sewer main, sewer
manholes and sewer laterals, plus vacating the accompanying CMSD easement on assessor’s parcel number APN 415-
102-17, north of Scenic Avenue in the Harbor Gateway development. Since then, the buyer for the parcel has
withdrawn from the transaction. Nevertheless, as shown in the attached email, the property owner, CJ Segerstrom and
Sons, desires that CMSD continue the process of vacating the sewer main, manholes, laterals, and easement so a
future buyer will have a clear area for a new building.
Analysis
At the July 28, 2017 regular meeting, staff will recommend that the Board of Directors:
1. Re-approve vacating the sewer facilities and easement as shown in the attached quitclaim deed.
2. Approve and record the attached quitclaim deed with the legal description and map as attachments.
3. Require the property owner to construct a new end of line sewer manhole at the northerly terminus of the
remaining sewer and easement.
4. Require the property owner to enter into a Hold Harmless Agreement, attached hereto, as prepared by attorneys
for both parties.
5. At the meeting, the Board advised CJ Segerstrom that they will be charged the engineering and legal fees borne by
the District for this action.
At the June 23, 2016 meeting, the Board determined not to charge CJ Segerstrom and Sons for the valuation of the
assets due to CJ Segerstrom & Sons having constructed the sewer main, manholes, and laterals in addition to granting
CMSD the easement (See attached agenda report and minutes from June 23, 2016 Board meeting).
Legal Review
District Counsel has approved as to form the quitclaim deed and the hold harmless agreement.
Environmental Review
Vacating a portion of a sewer main, manholes, and easement is categorically exempt from the California Environmental
Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor
alteration of existing public or private structures”, as further described in Section (b) as “Existing facilities of both
investor and publicly-owned utilities used to provide .... sewerage ...”.
Financial Review
The Board determined that this is not a gift of public funds since the assets were originally donated and there is value
in not having to clean, maintain or replace these sewer line and manholes in the future. Therefore, these assets were
written off last year per the Board's action at the June 23, 2016 Board meeting (see attached minutes). Staff will
invoice CJ Segerstrom for the time spent by the District Engineer, District Counsel and staff to complete this project.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the July 18, 2017 Study
Session at District Headquarters and posted on the District’s website.
Alternative Actions
Refer the matter back to staff for additional information.
File Attachments
A - Quitclaim Deed.pdf (5,008 KB)
B - Correspondance - Harbor Gateway Land Parcel.msg (32 KB)
C - Draft Hold Harmless Agreement.docx (68 KB)
D - Vacate 1580-90 Scenic Ave Swr Lateral 062316 BOD.pdf (1,144 KB)
E- Minutes - Board Meeting 2016-06-23.pdf (23 KB)
Subject 6. Consider Vacating CMSD Sewer and Easement North of 1580-1590 Scenic Avenue
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Discussion
Goals 1.0 Sewer Infrastructure
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B. ITEMS OF STUDY
Summary
The District's current public service hours are Monday through Thursday from 7:30 a.m. to 4:30 p.m. and Friday from
7:30 a.m. to 3:30 p.m. Staff is recommending changing operational hours to Monday through Thursday from 7:30
a.m. to 5:00 p.m. and Friday from 7:30 a.m. to 4:00 p.m. with the District headquarters (HQ) closed every other
Friday.
Recommendation
That the Board of Directors directs staff to bring this item back for the July 28, 2017 Board of Directors meeting to
consider changing operational hours to Monday through Thursday from 7:30 a.m. to 5:00 p.m. and Friday from 7:30
a.m. to 4:00 p.m. with every other Friday being closed to the public.
Analysis
In 2004, the District moved to its own headquarters (HQ) building at 628 W 19th Street with five employees. The
District was open to the public Monday through Thursday from 8:00 a.m. to 5:00 p.m. and Friday from 8 a.m. to 4:00
p.m.. The District was closed every other Friday to accommodate the small staff by providing a 9/80 schedule the
employees had with the City of Costa Mesa. The 9/80 work schedule allows employees to work their 80 hours per pay
period in 9 days instead of the normal 10 days, with alternating Fridays off. Originally, the 9/80 schedule
was encouraged by the AQMD so that local governments would help in reducing traffic during peak periods.
In 2010, the District discontinued the Friday closures and increased the customer service hours to Monday through
Thursday from 7:30 a.m. to 4:30 p.m. and Fridays 7:30 a.m. to 3:30 p.m. The employees remained on the 9/80
schedule with half of the employees working one Friday and the remaining staff working the other Friday. The problem
with being open every Friday is that there are only 10 full-time employees at HQ. Some of the staff, such as the
General Manager and the Maintenance Assistant are not able to help customers, which may leave only one or
two employees able to assist customers on a Friday and sometimes less due to various leaves (sick, vacation,
bereavement, etc.).
Having adequate coverage for the front office can be challenging and expensive. Even though there may not be any
walk-in customers on Fridays and very few phones calls, hourly staff is required to be given two breaks as well as a
lunch break, which means that someone must cover for them, such as the Finance Manager, Senior Accountant or the
District Clerk. Additionally, employee's leave requests may not be approved or additional staff will have to be brought
in on overtime for adequate coverage.
Staff is recommending that the District close HQ every other Friday to allow for adequate coverage to serve the
public and increased productivity for all employees by not having to cover for other staff. Staff has surveyed all local
governments in Orange County and learned there are twenty-two agencies that close on alternate Fridays as well
as some agencies that close every Friday of the month (See attached survey).
In addition, with advances in technology, the District could look into implementing e-PlanCheck which is a product
offered by our current software provider, to submit plans, pay fees and receive permits online without visiting HQ. If a
resident needs trash collection services because his/her trash cart was not picked up, the District's phone system allows
them to be transferred directly to CR&R customer service. Customers can log onto the CMSD website to send an email
or use the CMSD app. Staff will receive the email and then contact CR&R to schedule next day collection. Emails and
the phone system are currently set up the same way for after hours wastewater related emergencies such as sanitary
sewer overflows.
Options: Service Hours Days Employee Hours Days
9/80 - current 7:30-4:30, 7:30-3:30 M-Th, F 7:00-4:30, 7:00-3:30 M-F off alternating
Fridays
9/80 - closed alternate Friday 7:30-4:30, 7:30-3:30 M-Th, F 7:00-4:30, 7:00-3:30 M-F
closed alternating Fridays
Subject 7. Consider Changing CMSD Operational Hours
Meeting Jul 18, 2017 - Board of Directors Study Session
Access Public
Type Discussion
Goals 6.0 Personnel/Organizational Management
6.7 Promote high employee satisfaction
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9/80 - open Fridays 7:00-5:00, 7:00-4:00 M-Th, F 7:00-5:00, 7:00-4:00* M-F off alternating
Fridays
9/80 - closed alternate Friday 7:00-5:00, 7:00-4:00 M-Th, F 7:00-5:00, 7:00-4:00* M-F closed
alternating Fridays
5/40 - open Fridays 8:00-5:00 M-F 8:00-5:00 M-F hour lunch
*staggered start times
Legal Review
Not applicable
Environmental Review
Considering new operational hours of the headquarters is an administrative matter and is categorically exempt under
the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) Section 15300.4 of
CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of
the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page
6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.”
Financial Review
There may be some cost savings, but the exact amount of savings is unknown.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 18, 2017 study
session meeting at District Headquarters and on District website www.cmsdca.gov
Alternative Actions
1. Refer matter back to staff.
File Attachments
Alt Friday Off Survey.pdf (100 KB)
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C. CLOSING ITEMS
Subject 1. Oral Communications & Director Comments
Meeting Jul 18, 2017 - Board of Directors Study Session
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C. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, AUGUST 8, 2017 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA.
Subject 2. Adjournment
Meeting Jul 18, 2017 - Board of Directors Study Session
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Type Procedural