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Minutes - Board - 2017-08-08 Coq*SANI.1 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 8, 2017 Members present Arlene Schafer, Art Perry, Jim Ferryman, Mike Scheafer Members Absent Bob Ooten Staff Present Scott Carroll (General Manager), Noelani Middenway (District Clerk), Rob Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst I) Others Present Shelley Heller(CR&R) Meeting called to order at 9:30 A.M. A. OPENING ITEMS Procedural: 1, Call to Order President Scheafer called the meeting to order at 9:30 A.M. Procedural: 2. Roll Call District Clerk, Noelani Middenway, conducted roll call. President Scheafer, Vice President Ferryman, Secretary Schafer, and Director Perry were present. Ms. Middenway noted that Assistant Secretary Ooten was absent and excused. Procedural: 3. Public Comments President Scheafer opened public comments. Seeing no one from the public wishing to speak, President Scheafer closed public comments. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 B. ITEMS OF STUDY Receive and File: 1. Organics Tonnage Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented the Organics Tonnage Report and noted that the tonnage collected during July of 2017 surpassed the tonnage collected during July of 2016. President Scheafer commented that the data is indicative of the drought being over. There were no further comments or discussion and the report was received. Receive and File: 2. July 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 a total of 5 scavenging investigations and that scavenging activity was concentrated on the East side of Costa Mesa in the month of July. Mr. Roberts also noted that there were 96 notices of violation distributed for trash carts in public view. Additionally, he discussed collaborating with the City of Costa Mesa to connect transients with resources for homelessness. Discussion followed regarding the construction at Lions Park. President Scheafer asked for an update regarding a resident who reported several missed organics collections. Mr. Roberts shared that he made contact with the reporting resident and coordinated a pickup from CR&R. President Scheafer noted that the resident sent a complimentary e-mail to the Mayor of Costa Mesa in regards to District staffs response to his concern. Additionally, President Scheafer indicated concern regarding the migration of transient encampments toward Costa Mesa. Mr. Roberts indicated awareness of the migration and agreed to monitor its progress. Director Perry shared that he received a complaint from a resident whose trash was missed and, shortly after notifying Mr. Carroll, CR&R collected the resident's trash. There were no further comments or discussion and the report was received. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 Receive and File: 3. Door-to-Door HHW Program Update Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, noted that the next four items would be presented by Management Analyst I, Nabila Guzman. Ms. Guzman provided an overview of the Door-to-Door Household Hazardous Waste (HHW) program and noted that staff is proposing to increase participation in the program by 15% through outreach and oral presentations at the Costa Mesa Senior Center. Director Perry asked if the District receives credit toward its diversion rate for the HHW collected through this program. Ms. Guzman responded that HHW is not included in the diversion rate calculation. Mr. Carroll indicated that including HHW would not make a significant impact on the District's diversion rate. Director Perry suggested that the District include HHW in the calculation, even if it the impact is not sizeable. President Scheafer asked which HHW items are most commonly collected. Ms. Guzman noted that the majority of HHW items collected are paint and batteries. Director Perry asked if the District includes large/bulky items in its diversion rate. Mr. Carroll responded that white goods and clean lumber are included in the diversion rate. Secretary Schafer asked if the District is involved in collecting trash and recycling at the OC Fair. Mr. Carroll responded that the District does not collect trash at the OC Fair because it takes place on a state property and noted that the OC Fair goes out to bid for their trash hauler each year. • Shelley Heller of CR&R noted that CR&R did not win the bid to service the OC Fair this year, but that they have in the past. Discussion followed regarding whether or not the District could receive credit toward its diversion rate through the OC Fair. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 There were no further questions or discussion and the report was received. Discussion: 4. Consider providing bilingual outreach material Recommendation: That the Board of Directors consider providing bilingual outreach material. Management Analyst I, Nabila Guzman, noted that the District has minimal bilingual outreach materials and that staff is proposing to make the District's quarterly newsletter bilingual. She added that over one-third of the District's population identifies as Hispanic and presented four options to expand the District's bilingual outreach, including distributing a bilingual newsletter, making a bilingual e-newsletter available on the District's website, providing local schools with a bilingual classroom guide, and distributing bilingual postcards to promote District programs. President Scheafer indicated support for a bilingual newsletter, but he shared concerns about targeting specific geographic areas of the community. He indicated support for distributing the bilingual newsletter District-wide. General Manager, Scott Carroll, noted that the District received a positive response from the bilingual postcards that were distributed to promote lockable trash carts. He added that staff believes that the newsletter is an effective means of reaching the bilingual community. President Scheafer commented that there will be some members of the community that will be opposed to this. District Engineer, Rob Hamers, asked if the newsletter would be translated by an individual or by a computer program. Additionally, he asked what the next most populous ethnic community was in the District's service area. Ms. Guzman responded that the translation is done by an individual. President Scheafer commented that the next most populous ethnic community may be Southeast Asian. Director Perry indicated support for the bilingual newsletter. The Board of Directors directed staff to make the quarterly District newsletter bilingual (English and Spanish) and distribute it District-wide. There were no further questions or discussion. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 Receive and File: 5. Large Item Collection Program Update Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Nabila Guzman, provided an overview of the Large Item Collection Program and provided the total number of pickups and the total tonnages collected for the past three fiscal years. There were no questions or discussion and the report was received. Receive and File: 6. Sharps and Pharmaceutical Waste Collection Program Update Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Nabila Guzman, provided an overview of the Sharps and Pharmaceuticals Programs and noted that the District has a new pharmaceuticals drop box at Harbor Compounding Pharmacy. She added that there has been a decrease in the amount of collected sharps and an increase in the amount of collected pharmaceuticals in the past fiscal year. General Manager, Scott Carroll, commended Ms. Guzman for coordinating the new pharmaceuticals drop box location. Ms. Guzman noted that some of the larger pharmacies, such as Walgreens and Rite Aid, are difficult to partner with because they need approval from their corporate headquarters. Director Perry noted that former customers of Steven's Pharmacy were transferred to CVS pharmacy. President Scheafer asked if the District advertises the pharmaceuticals drop box at the Costa Mesa Senior Center. Ms. Guzman noted that the District does not advertise this drop box location to the general public. President Scheafer suggested that District staff advertise the Sharps and Pharmaceuticals Program to residents of the Azulon apartment complex. There were no further questions or discussion and the report was received. Discussion: 7. Consider Hosting State of the District/Open House - Oral Report Recommendation: That the Board of Directors consider hosting a State of the District/Open House on one of the following dates and times: COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 Wednesday, October 11 at 6PM Thursday, October 12 at 6PM Wednesday, October 18 at 6PM Wednesday, October 25 at 6PM Wednesday, November 1 at 6PM General Manager, Scott Carroll, proposed that the District host a combined State of the District and Open House event and requested that the Board of Directors select one of the recommended dates for the event. Director Perry noted that school football games often take place on Thursdays and suggested that the event take place on a Wednesday. President Scheafer asked if he could e-mail staff once he reviews his calendar. Mr. Carroll noted that the event would take place in the District's Board Room and that staff would like to promote the event in the upcoming newsletter. President Scheafer noted that a promotional video would be displayed during the event. Discussion followed regarding the development of the promotional video. Secretary Schafer proposed that the event take place on October 18. President Scheafer and Director Perry indicated agreement. Discussion followed regarding overflow parking, refreshments, and speakers for the event. President Scheafer added that he would like the promotional video to include District staff. The Board of Directors directed staff to schedule the State of the District/Open House on October 18, 2017 at 6:00 P.M. There were no further questions or discussion. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2017 C. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments Secretary Schafer noted that the District was not featured in the most recent Costa Mesa Recreation Guide. She suggested that the District include program ads in future Recreation Guides. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:07 A.M. • 6 �f Arlene Schafer Michel Scheafer Secretary President