2018_1_9_study
Protecting our community’s health and the environment by providing solid waste and wastewater collection services.
www.cmsdca.gov
Costa Mesa Sanitary District
…an Independent Special District
AGENDA Michael Scheafer
President James Ferryman Arlene Schafer Vice President Secretary Robert Ooten Arthur Perry Assistant Secretary Director
Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Deputy Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order.
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 290 Paularino Avenue, Costa Mesa, California. The Deputy Clerk of the District may be contacted at (949) 645-8400.
In Compliance with ADA: Contact Noelani Middenway, (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
BOARD OF DIRECTORS STUDY SESSION
Tuesday, January 9, 2018
9:30 A.M.
290 PAULARINO AVENUE,
COSTA MESA, CA 92626
A. OPENING ITEMS
1. Call to Order
2. Roll Call
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.
Costa Mesa Sanitary District January 9, 2018
AGENDA Page 2
B. PUBLIC COMMENTS
1. Public Comments
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.
C. ITEMS OF STUDY
1. New CMSD Employee Introduction: Steve Hodges, Finance Manager (Oral Report)
Recommendation: That the Board of Directors receive and file the report.
2. December 2017 Code Enforcement Officer Report
Recommendation: That the Board of Directors receive and file this report.
3. Organics Tonnage Report
Recommendation: That the Board of Directors receive and file this report.
4. Solid Waste Diversion Report
Recommendation: That the Board of Directors receive and file this report.
5. Zero Sanitary Sewer Overflows in 2017
Recommendation: That the Board of Directors receive and file this report.
D. CLOSING ITEMS
1. Oral Communications & Director Comments
2. Adjourn
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON TUESDAY, FEBRUARY 13 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA.
Tuesday, January 9, 2018
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30AM
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District Clerk before the meeting so that their input can be
provided at the time the item is considered. Speakers on non-agenda items will be heard under
Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda
items except under special circumstances. Speakers must limit their remarks to four minutes or as
decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any
speaker out of order.
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of
the agenda packet. If any document or other writing pertaining to an agenda item is distributed to
all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at
the District offices at 290 Paularino Avenue, Costa Mesa, California.
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Subject 1. Call to Order
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Procedural
A. OPENING ITEMS
Subject 2. Roll Call - (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.)
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Procedural
B. PUBLIC COMMENTS - 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 1. Public Comments
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Procedural
C. ITEMS OF STUDY
Subject 1. New CMSD Employee Introduction: Steve Hodges, Finance Manager (Oral Report)
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Presentation, Receive and File
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Edward Roberts, Code Enforcement Officer
Date: January 9, 2018
Subject: Code Enforcement Officer Report - December 2017
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities in the month of December regarding scavenging
of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the month of December, Officer Roberts approached five individuals he observed scavenging from CMSD trash carts. In the same
month he issued 86 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash carts in
the month of December.
Officer Roberts enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the January 9, 2018 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
December 2017 CEO Report.pdf (504 KB)
Workflow
Subject 2. December 2017 Code Enforcement Officer Report
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Action
Recommended Action That the Board of Directors receive and file this report
Goals 2.00 Solid Waste
2.7 Continue code enforcement presence
Workflow Jan 4, 2018 10:47 AM :: Submitted by Ed Roberts. Routed to Scott Carroll for approval.
Jan 4, 2018 1:58 PM :: Rejected by Scott Carroll
Jan 4, 2018 2:21 PM :: Submitted by Ed Roberts. Routed to Robin Hamers for approval.
Jan 4, 2018 2:32 PM :: Approved by Robin Hamers. Routed to Phyllis Beck for approval.
Jan 4, 2018 3:22 PM :: Rejected by Ed Roberts
Jan 4, 2018 3:23 PM :: Submitted by Ed Roberts. Routed to Scott Carroll for approval.
Jan 4, 2018 3:57 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 5, 2018 11:25 AM :: Final approval by Noelani Middenway
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: January 9, 2018
Subject: Organics Tonnage Report
Summary
A total of 674.92 tons of organic waste were collected and recycled in December 2017.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of FY 2015-16, FY 2016-17 and FY 2017-18.
Subject 3. Organics Tonnage Report
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
Goals 2.00 Solid Waste
2.5 Monitor advancements and technology in the solid waste industry
Legal Review
Not applicable.
Environmental Review
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 in the complete agenda packet for the January 9, 2017 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
File Attachments
Organics 12-17.png (18 KB)
tonnage 12-17.png (24 KB)
Workflow
Workflow Jan 4, 2018 12:41 PM :: Submitted by Nabila Guzman. Routed to Wendy Davis for approval.
Jan 4, 2018 2:35 PM :: Rejected by Nabila Guzman
Jan 4, 2018 2:36 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Jan 5, 2018 11:27 AM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Jan 5, 2018 11:45 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 5, 2018 12:31 PM :: Final approval by Noelani Middenway
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: January 9, 2018
Subject: Solid Waste Diversion Report
Summary
A total of 3,377.40 tons of solid waste were collected and recycled in December 2017.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff has calculated the diversion rate for the
last six months at 60.64%. A total of 22,204.94 tons of solid waste materials have been collected, of which 13,466.03 tons have been
diverted away from landfills. 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. The total tonnage of white goods for the month of December was not
available in time to include in this report. Additionally, OCC's diversion data was not available in time to include it in this report. However,
these numbers will be included in the January report. Attachment A is the fiscal year 2017-18 diversion rate support.
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste Diversion 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 in the complete agenda packet for the January 9, 2017 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
File Attachments
CRR-OCC Diversion.pdf (68 KB)
Workflow
Subject 4. Solid Waste Diversion Report
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report
Goals 2.00 Solid Waste
2.4 Develop Strategies for 75% Waste Diversion
Workflow Jan 4, 2018 12:54 PM :: Submitted by Nabila Guzman. Routed to Wendy Davis for approval.
Jan 4, 2018 2:35 PM :: Rejected by Nabila Guzman
Jan 4, 2018 2:36 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Jan 5, 2018 11:27 AM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Jan 5, 2018 11:46 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 5, 2018 12:31 PM :: Final approval by Noelani Middenway
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: January 9, 2018
Subject: Zero Sanitary Sewer Overflows in 2017
Summary
Sanitary Sewer Overflows (SSOs) are a release of untreated or partially treated sewage from a municipal sanitary sewer
system. Because SSOs contain raw sewage, they carry bacteria, viruses, protozoa (parasitic organisms), helminths (intestinal worms),
and inhaled molds and fungi. As a result, they may cause diseases ranging in severity from mild gastroenteritis (causing stomach cramps
and diarrhea) to life-threatening ailments such as cholera, dysentery, infections hepatitis, and severe gastroenteritis.
Due to the potential harmful effects SSOs can cause to the public and the environment, every municipal agency that operates a sanitary
sewer system strives to prevent SSOs.
Recommendation
That the Board of Directors receive and file this report.
Analysis
The Costa Mesa Sanitary District (CMSD) is very proactive in preventing SSOs. Some of the activities being performed by CMSD are
described below.
Televise and record the condition of the entire system, 219 miles of gravity pipes, within the last two years.
As a result of televising the entire system, staff was able to identify 304 line segments that needed immediate repair. CMSD
spent nearly $400,000 repairing and rehabilitating the 304 line segments.
Replacing force mains at the end of their useful life. Force mains are pressurized pipes that push wastewater through low level
areas. When force main pipes fail, a geyser of wastewater will shoot out into the atmosphere contaminating everything it
touches. Since 2012, CMSD has spent nearly $2 million replacing 35% of its force mains.
Wastewater pump station improvements, such as replacing piping and valves.
Installing permanent generators or by-pass pumps at pump stations, ensuring that stations are operating during power outages.
Cleaning the entire wastewater system within eighteen months. CMSD has four dedicated employees operating two heavy duty
wastewater combination cleaning trucks to complete the tasks.
Daily routine inspections and annual preventive maintenance of wastewater pump stations. CMSD has two employees dedicated
to maintain pump stations.
High frequency cleaning at twenty-three line segment locations. High frequency cleaning, also known as "Hot spots", requires
cleaning line segments at least twice a year due to grease accumulation, structural defect or root intrusion.
Implementing a Fats Oil Grease (FOG) Program where restaurants are inspected to ensure they are complying with best
management practices for disposing cooking grease.
The activities mentioned above, along with other proactive programs are assisting CMSD in achieving its mission of protecting the
community's health and the environment because in 2017 CMSD experienced zero SSOs! Since 1999, when CMSD began tracking
SSOs, the organization has never experienced zero SSOs in a calendar year. In fact, the last SSO occurred on November 19, 2016, 416
days ago.
This achievement is made possible due to the vision of the Board of Directors. Your policies and procedures helped guide a small group
of dedicated men and women to serve the community of CMSD with pride and distinction for the betterment of all who live, work and play
in Costa Mesa and parts of Newport Beach.
Legal Review
Not applicable.
Environmental Review
Subject 5. Zero Sanitary Sewer Overflows in 2017
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Action
Recommended Action That the Board of Directors receive and file this report
Increased maintenance has resulted in a reduction of sewer overflows and maintenance of the sewer system is exempt under CEQA as a
Class 1 activity and in accordance with the District's CEQA Guidelines.
Financial Review
Appropriate funding is approved in the budget to effectively operate and maintain CMSD's sanitary sewer system.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the January 9, 2018 Board of Directors study
session meeting at District Headquarters and on District website.
Alternative Actions
1. Direct staff to report back with more information.
Workflow
Workflow Jan 4, 2018 6:06 PM :: Submitted by Scott Carroll. Routed to Robin Hamers for approval.
Jan 5, 2018 10:16 AM :: Approved by Robin Hamers. Routed to Wendy Davis for approval.
Jan 5, 2018 11:42 AM :: Forced Approval by Noelani Middenway as the document publisher.
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jan 9, 2018 - Board of Directors Study Session
Type
D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON TUESDAY,
FEBRUARY 13 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA.
Subject 2. Adjournment
Meeting Jan 9, 2018 - Board of Directors Study Session
Type Procedural