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Minutes - Board - 2017-12-12 _st.SANIT,iRy jg COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION DECEMBER 12, 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), John Harper (District Counsel), Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst I) Others Present Bill Nelson (Network for Homeless Solutions), Jim Mosher (resident), Art Goddard (Costa Mesa Historical Society), Mary Ellen Goddard (Costa Mesa Historical Society), Michael Balliet (Michael Balliet Consulting), Dean Ruffridge (CR&R), Shelley Heller (CR&R) Meeting called to order at 9:31 A.M. A. OPENING ITEMS Procedural: 1. Roll Call District Clerk, Noelani Middenway, conducted roll call and all Board Members were present. Procedural: 2. Public Comments President Scheafer opened public comments. Jim Mosher, a resident, provided comments regarding the format of the meeting agenda and the lack of agenda item recommendations. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 President Scheafer requested that District staff research and address Mr. Mosher's concern. Seeing no one else wishing to speak, President Scheafer closed public comments. Additionally, he noted that John Harper of Harper& Burns was present on behalf of District Counsel, Alan Burns. Presentation: 3. Ceremonial Matters and Presentations President Scheafer presented a proclamation to the Costa Mesa Historical Society for providing historical images for the District's Pump Station Art Wrap Program. The proclamation was accepted by Art and Mary Ellen Goddard of the Costa Mesa Historical Society. B. ITEMS OF STUDY Receive and File: 1. Receive Oral Report from Bill Nelson Regarding the Network for Homeless Solutions Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, introduced Bill Nelson of the Network for Homeless Solutions (NHS). Mr. Nelson provided an overview of the NHS's mission, partners, purpose, and accomplishments. He commented regarding the overall success of mobile public restroom programs, as observed in other cities around the country. Discussion followed regarding migration patterns among transients, the increased discussion surrounding issues of homelessness nationwide, and mobile public restroom programs in other cities. Secretary Schafer noted that she requested feedback regarding mobile public restroom programs from California Special Districts Association (CSDA) member agencies. Vice President Ferryman noted that the District intends to partner with the City of Costa Mesa to implement the mobile public restroom program and asked if the NHS would be willing to assist with staffing the restrooms. Mr. Nelson noted that a few NHS partners indicated interest in assisting with staffing. He requested that Mr. Carroll discuss the staffing request at the next NHS meeting in order to formalize an agreement. There were no further questions or discussion and the report was received. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 Receive and File: 2. November 2017 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, noted that Code Enforcement Officer Roberts, was unable to attend the meeting. He shared that the report indicates 8 scavenging incidents and 101 first time warnings issued for trash carts in public view. President Scheafer shared that he observed a transient that frequently scavenges at a local gas station. Mr. Carroll noted that commercial properties are not within the District's jurisdiction. Secretary Schafer asked when the Christmas tree collection will take place. Mr. Carroll requested that the Christmas tree collection be discussed under Item B3. There was no further discussion and the report was received. Receive and File: 3. Organics Tonnage Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented the report and noted that the Christmas tree collection dates have been finalized and posted on the District's website. President Scheafer noted that the dates are displayed on CR&R's trucks also. Director Perry commented that there was confusion among residents regarding last year's collection and suggested that the District conduct increased public outreach this year. Secretary Schafer suggested that the Board of Directors share the collection dates at the upcoming Liaison Meeting. There was no further discussion and the report was received. Receive and File: 4. Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented the report and welcomed questions. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12 2017 Assistant Secretary Ooten requested more information regarding the pounds per capita diversion rate and the City of Costa Mesa's solid waste tracking methods. Mr. Carroll noted that this topic will be discussed in further detail under Item B8. Director Perry asked if the District received data from the Orange Coast College (OCC) Recycling Center. President Scheafer noted that OCC's data is included in the item attachment. Director Perry commented that he thought OCC's tonnages would be higher. President Scheafer asked if OCC collects organic waste. Mr. Carroll indicated that he believes OCC does not collect organic waste. President Scheafer commented that organics tonnages will likely decrease as the weather gets colder. Discussion followed regarding state solid waste reporting requirements. There were no further questions or discussion and the report was received. Discussion: 5. CMSD Emergency Operations Center (EOC) Tabletop Exercise Debriefing Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, noted that District staff conducted an Emergency Operations Center (EOC) tabletop exercise to become familiar with EOC roles and to discuss possible EOC scenarios. He noted that the exercise produced 25 follow-up items to enhance EOC preparedness, which will be completed by the end of December. Lastly, Mr. Carroll added that the next EOC training will take place at the District Yard. Director Perry asked if the District has considered conducting a joint exercise with the City of Costa Mesa. Mr. Carroll noted that he will discuss the possibility of a joint exercise at the next Liaison Meeting. President Scheafer suggested that the District establish an agreement with a disaster relief company in order secure access to supplies during an emergency. Assistant Secretary Ooten noted that companies may be overwhelmed with requests in the event of an emergency. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 President Scheafer opened public comments. Jim Mosher, a resident, shared that a Board Member from the Newport Beach Building and Fire Board of Appeals mentioned the District's exemplary emergency preparedness measures during a recent meeting. Additionally, Mr. Mosher expressed concern that the District Yard's automatic gate might be inoperable during an emergency, preventing staff from accessing emergency equipment. Assistant Secretary Ooten noted that the District's most critical pump stations have permanent generators installed. Mr. Carroll noted that the District Yard has a generator to restore power in the event of a power outage and that the gates can be opened manually, if need be. Discussion followed regarding the Southern California wildfires. There were no further questions or discussion and the report was received. Action: 6. Consider Adopting Resolution No. 2017-905 Rejecting Any and All Bids Regarding the Solar Photovoltaic System with Battery Storage and Roof Repairs at CMSD Headquarters Recommendation: That the Board of Directors adopt Resolution No. 2017-905 rejecting any and all bids regarding the Solar Photovoltaic System with Battery Storage and Roof Repairs at CMSD Headquarters. General Manager, Scott Carroll, described the District's request for proposal (RFP) to conduct roof repairs and install solar panels with battery storage. He noted that staff solicited both projects under a single bid and that the two bids received were found to be non-responsive. Mr. Carroll then presented the recommendation to adopt Resolution No. 2017-905 to reject the bids and to solicit the solar project and roof repair project separately. He added that the new RFP would omit the battery storage specification in order to remain within budget for the project. Secretary Schafer asked if the roof repairs would be completed before the solar panel installation. Mr. Carroll verified that the roof repairs would be completed first. Assistant Secretary Ooten asked why District staff initially proposed the battery storage specification and indicated a desire to further explore whether it would be beneficial to include battery storage in the project. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 Mr. Carroll noted that the battery storage would provide automatic backup power at District headquarters to fill the gap between a power outage and the time it takes to transport a generator to the building. Finance Manager, Wendy Davis, noted that the computer servers have a backup battery in case of power outages. She added that the battery storage can be added at a later date, once the price decreases. Discussion followed regarding the cost and benefits of installing battery storage. Motion: To adopt Resolution No. 2017-905 rejecting any and all bids regarding the Solar Photovoltaic System with Battery Storage and Roof Repairs at CMSD Headquarters. Motion by Bob Ooten, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further questions or discussion. Receive and File: 7. CR&R Performance Review Recommendation: That the Board of Directors receive and file the report. Management Analyst I, Nabila Guzman, provided an overview of the annual CR&R Performance Review, as conducted by District Staff and Michael Balliet Consulting. She noted that CR&R received an overall "Satisfactory" review. President Scheafer asked why each of the two reviews reported a different amount of complaints logged during the Christmas tree collection. Ms. Guzman noted that Michael Balliet conducts his review based upon CR&R's complaint tracking methodology, while District staff utilized a different method of tracking complaints. Director Perry suggested that the District conduct increased public outreach regarding the Christmas tree collection. President Scheafer suggested creating a press release and reaching out to the City of Costa Mesa and the Daily Pilot. Shelley Heller of CR&R commented that the Christmas tree collection will take place from December 27, 2017 to January 12, 2018. She added that trash collection will be delayed by one day during the weeks of Christmas Day and New Year's Day. In regards to the review, Ms. Heller explained that CR&R COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 ---------- -- distributed a residential guide to the District's service area in September of 2016 and that CR&R plans to distribute the next residential guide in 2018. Director Perry suggested that staff provide a flyer for the holiday collection schedules to the City of Costa Mesa for their Snoopy House event series. President Scheafer complimented CR&R's float at the Temecula Christmas Parade. There were no further questions or discussion. Receive and File: 8. Community Wide Diversion Report Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Nabila Guzman, provided an overview of the City of Costa Mesa's solid waste reporting methodology and the state recycling goal. She noted that the City estimates a 70% city-wide diversion rate, but pointed out that the City switched to a per capita solid waste tracking system in 2006 in order to be consistent with state reporting requirements. Additionally, she described solid waste data tables that were provided by the City of Costa Mesa. Michael Balliet of Michael Balliet Consulting described new City code revisions and their impact on solid waste tracking. He described the difference between the City's Tier A and B haulers and reiterated that the state has established a 75% recycling goal rather than a mandate. Additionally, Mr. Balliet described solid waste legislation and its impact on the way the City tracks its solid waste data. President Scheafer asked which tier junk haulers fall under. Mr. Balliet noted that junk haulers and landscapers are not currently tracked and are not included as tiered haulers. Discussion followed regarding landscapers and how their waste is tracked, the estimated city-wide diversion rate, and state requirements. Director Perry asked if the sludge from Orange County Sanitation District is considered organic. Mr. Balliet noted that the sludge is not included in solid waste reporting. There were no further questions or discussion and the report was received. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12,2017 C. ADJOURN TO CLOSED SESSION President Scheafer adjourned the meeting to a brief break and a closed session at 10:47 A.M. to confer with legal counsel regarding existing litigation in accordance with Government Code §54956.9(d)(1) - The Costa Mesa Sanitary District v. Mesa Water District - OCSC No. 30-2017-00923819-CU-PT-CJC. D. RECONVENE TO OPEN SESSION President Scheafer reconvened the meeting to open session at 11:31 A.M. and noted that there was no reportable action taken during the closed session. E. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments Secretary Schafer wished everyone happy holidays. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 11:32 A.M. ( SZOtAiui- Arlene chafer Mi. ael Scheafer Secretary President