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agendapacket_2018_09_12_cacWednesday, September 12, 2018 Citizens Advisory Committee WHEN: Wednesday, September 12, 2018 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Noelani Middenway, District Clerk PHONE: (949) 645-8400, Ext. 227 EMAIL: nmiddenway@cmsdca.gov A. Opening Items 1. Call to Order & Roll Call 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 Citizens Advisory Committee about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Citizens Advisory Committee are 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. 1. Receive Public Comments C. ITEM 1. Approve the Board of Directors and Citizens Advisory Committee Joint Meeting Minutes of July 18, 2018 2. Approve the Citizens Advisory Committee Meeting Minutes of August 8, 2018 3. Draft Minutes of the August 23, 2018 Board of Directors Meeting 4. Follow Up Questions from August 8, 2018 CAC Meeting 5. Costa Mesa Sanitary District History 6. Consider Implementing a Performance Measurement Program 7. Goodwill Collection Event 8. Proposed Ordinance to Recover Costs when Private Property Owners Refuse Access to CMSD Facilities 9. Review CMSD Website & GoCMSD Application D. Closing Items 1. Board/Staff Comments 2. Adjournment Wednesday, September 12, 2018 Citizens Advisory Committee WHEN: Wednesday, September 12, 2018 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Noelani Middenway, District Clerk PHONE: (949) 645-8400, Ext. 227 EMAIL: nmiddenway@cmsdca.gov A. Opening Items Citizens Advisory Committee Mike Carey, Chair Albert Graham, Jr., Vice Chair Andrew Nielsen Elodie Katz Jana Oak Mike McIlroy Monte Fields Phil Marsh Sue Lester Tom Brenneman Shayne Smith Subject 1. Call to Order & Roll Call Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public 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 Citizens Advisory Committee about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Citizens Advisory Committee are 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. Receive Public Comments Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Procedural C. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 12, 2018 Subject: Board of Directors and Citizens Advisory Committee Meeting Joint Meeting Minutes of July 18, 2018 Summary The recorded minutes of the July 18, 2018 Board of Directors and Citizens Advisory Committee Joint Meeting are hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Board of Directors and Citizens Advisory Committee Joint Meeting on July 18, 2018. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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 Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the September 12, 2018 Citizens Advisory Committee Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2018_7_18_cac_board.pdf (69 KB) Subject 1. Approve the Board of Directors and Citizens Advisory Committee Joint Meeting Minutes of July 18, 2018 Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Minutes View Minutes for Jul 18, 2018 - Board of Directors and Citizens Advisory Committee C. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 12, 2018 Subject: Citizens Advisory Committee Meeting Minutes of August 8, 2018 Summary The recorded minutes of the August 8, 2018 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on August 8, 2018. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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 Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the September 12, 2018 Citizens Advisory Committee Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2018_8_8_cac.pdf (73 KB) Subject 2. Approve the Citizens Advisory Committee Meeting Minutes of August 8, 2018 Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Minutes View Minutes for Aug 8, 2018 - Citizens Advisory Committee C. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 12, 2018 Subject: Draft Minutes of the August 23, 2018 Board of Directors Meeting Summary The draft minutes of the August 23, 2018 Board of Directors Meeting are hereby submitted to the Citizens Advisory Committee for review and discussion. Analysis Attached to the staff report are the draft minutes of the August 23, 2018 Board of Directors Meeting. Staff Recommendation That the Citizens Advisory Committee review and discuss the draft minutes of the August 23, 2018 Board of Directors Meeting. Legal Review Not applicable. Environmental Review Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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 Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the September 12, 2018 Citizens Advisory Committee Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments minutes_2018_8_23_rm - draft.pdf (110 KB) Subject 3. Draft Minutes of the August 23, 2018 Board of Directors Meeting Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action, Receive and File Recommended Action That the Citizens Advisory Committee review and discuss the draft minutes of the August 23, 2018 Board of Directors Meeting. C. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 12, 2018 Subject: Follow Up Questions to August 8, 2018 CAC Meeting Summary At the August 8 CAC meeting, there were several questions from committee members that staff could not answer at the time. Staff informed the CAC that we will report back with answers, which are provided below. Analysis Inside the Outdoors Waste Free Lunches The CAC wanted to know how students that are on the school's lunch program, where students receive subsidized lunches from the school, apply to the waste Free Lunch program. Many of the CMSD students served under the contract between CMSD and Inside the Outdoors are actually part of the Free Lunch program. Inside the Outdoors designed the program to engage students in action when their choices are limited. Students learn to: Take the time to choose items wisely (as opposed to just grabbing something because they have to). When they have a choice, exercise that choice wisely. Start a share table at the school (sometimes this involves presenting options to the school/district/state leadership that are in alignment with the Free & Reduced lunch program guidelines on leftover food) Recycle/compost what can be diverted from the landfill (help the school start a compost program) Present options for portion-control to school leadership (schools have started to offer salad/fruit bars after students advocated for it) Make informed choices at school AND at home. In reality, many of the younger students who participate, even if they are not part of the lunch program, have very little choice about what goes into their lunch. They do have control over what they throw away and can be a voice to create upfront waste reduction at school and at home. Alkaline Battery Recycling Program The CAC wanted to know how alkaline batteries are recycled? All batteries collected by Mercury Disposal are 100% recycled (not disposed of) The batteries are sent to a plant that flattens the batteries to extract the internal compounds. The sulfur and magnesium are present in the sludge are used to make fertilizer for corn that is used to produce Bio-Fuels (alcohol). The metal jackets are sent to a steel plant and is melted down in molten steel used by various industries. Below is a link to Mercury Disposal website that has a video demonstrating how alkaline batteries are recycled. WWW.recyclebatteries.net Impact of Development for Creating Voting Divisions The CAC wanted to know if information about development in the community could have been used for creating voting divisions. There is no census information available (e.g. a 100% count of people) since the 2010 Decennial Census. Any calculations made based on number of houses or bedrooms added post 2010 would be estimates with potentially large margins of error. In addition, these calculations would not account for people moving out of the city. Creating voting divisions are to be based on the decennial population counts, which is what CMSD did and that’s why growth and development post-2010 was not presented to the CAC or the Board of Directors. It was also believed by the CAC that according to the District Engineer, CMSD has record of all new development within the Subject 4. Follow Up Questions from August 8, 2018 CAC Meeting Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Discussion Goals 5.0 Administrative Management District. District Engineer, Rob Hamers, stated on July 26 that the community experienced a "boom" in development since 2010 where housing tracts that once had 10 to 12 units now have 60 to 100 units. Mr. Hamers did not inform the Board and the public that CMSD has all records to new development. The City is the original source that would have information on building types constructed, but the information may not include details such as the number of bedrooms. Board of Director Term Limits The CAC expressed interest in researching the possibility of recommending term limits for the Board of Directors. According to the CAC Handbook, if CAC desires to suggest major changes or additions to CMSD policies, the CAC must first review the issue with CMSD staff. Staff is recommending the CAC submit their suggestion to the Board of Directors in writing and request the Board consider assigning this task to the CAC. The Board will respond the CAC in writing. Legal Review Not applicable Environmental Review Answering questions to the CAC is an administrative matter that will not result in direct or indirect physical changes in the environment and is not considered a "project". Financial Review This item has no financial impacts to the District Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 12, 2018 Citizens Advisory Committee meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Direct staff to report back with more information C. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 12, 2018 Subject: Costa Mesa Sanitary District History Summary At the August 8, 2018 Citizens Advisory Committee (CAC) meeting, the Committee requested staff report back with a brief history of the Costa Mesa Sanitary District. Below is a brief history of the Costa Mesa Sanitary District. Recommendation That the CAC receive and file this report. Analysis THE BEGINNING In the early 1940’s, Costa Mesa community members were disposing their trash in a landfill owned and operated by the City of Newport Beach (Costa Mesa did not become a city until 1953). The landfill was reaching capacity, so only Newport Beach residents could use the disposal site. Concerned for their community’s health and safety if a legal disposal site for trash is not found, members of the community filed a petition with the Orange County Board of Supervisors on June 22, 1943 for the formation of the Costa Mesa Sanitary District under the provisions of California’s Health and Safety Code. The Board of Supervisors appointed J.A. Woolley as the registered civil engineer to draft the proposed boundaries of the District and on December 21, 1943 the Board of Supervisors approved the District’s boundaries and ordered special elections to be held on February 8, 1944 to officially determine the formation of the District and for the election of five members of a Sanitary Board to govern said District. ELECTION RESULTS On February 8, 1944, community members were asked to cast votes on the proposition whether the Costa Mesa Sanitary District should be organized or not. 616 votes were cast. The results were as follows: 471 votes in favor of organizing the Costa Mesa Sanitary District 145 votes against organizing the Costa Mesa Sanitary District In addition, community members voted in their new Board of Directors. The following individuals were Costa Mesa Sanitary District’s first Board of Directors. Otto M. Dodd William E. Lord Claire M. Nelson H. Paul Norman Charles W. Tewinkle On February 11, 1944, the Board of Supervisors adopted a resolution that officially formalized the Costa Mesa Sanitary District and soon after the District’s Board of Directors appointed Charles Tewinkle as their first President. CMSD FIRST ORDER OF BUSINESS CMSD purchased 2 ½ acres of property on West 19 Street for a dump site. On May 4, 1944, the Board of Directors approved a contract with Jewel Hendrick, of Los Angeles, to perform garbage collection and disposal services. A few years later trash and debris were removed from the dump site to allow for new construction, but by then World War II had ended and the Army was allowing communities to Subject 5. Costa Mesa Sanitary District History Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action Fiscal Impact No Recommended Action That the Citizens Advisory Committee receive and file this report th use their dump site on Bristol Street near Newport Boulevard. The Costa Mesa Sanitary District no longer needed the property on West 19 Street and began using the Army’s dump site as its legal disposal site. On October 4, 1945, garbage collector Hendrick obtain approval from the Board to permit Giles Wallace to collect and dispose of garbage within the District while under Hendrick's supervision and responsibility. On December 4, 1947, the Board approved a two year contract with Giles Wallace for garbage collection and disposal services at $650 a month. On December 28, 1949, the Board approved a garbage contract with James Johnson at $650 a month and on June 7, 1951, the Board approved a contract with Kenneth C. Price to provide said services. CMSD EXPANDS ITS SERVICES In the 1940’s, Costa Mesa did not have a sewer system. The community had cesspools and septic tanks for containing sewage, which was common at the time. The first Board of Directors saw an opportunity because Under the Sanitary District Act of 1923 the District could expand operations to include owning and maintaining a sewer system, so in 1944 the District began drawing plans for such a system. After receiving an $18,000 federal grant, the District hired the firm of Bulot & Dondro to perform the planning, engineering and coordination with the County of Orange and other communities, which were planning the same type of project at the time. There was a shortage of cast iron sewer pipe because anything made of iron took precedent for World War II needs. The Board of Directors waited until the war was over and then voted for the issuance of bonds to fund Costa Mesa’s first sewer system. By 1953, the District had its sewer system completed and operational. PARTNERSHIP WITH THE CITY OF COSTA MESA In 1955, two years after the City of Costa Mesa incorporated, the City and District agreed to enter into a partnership whereby the City would operate and manage the sewer system and residential solid waste disposal operations. The City provided the day to day management, administrative, finances, field staff, vehicles and equipment to maintain and clean the wastewater system and provided contract management services for solid waste collection. CMSD rented office space and held its Board meetings at City Hall. On May 19, 1955, the District received one bid for garbage collection and disposal services. Kenneth C. Price, of Santa Ana, submitted a bid of $0.75 per occupancy for the first 4,000 occupancy and $0.75 for each additional 1,000 occupancy, so the Board approved a contract with Mr. Price. With the assistance from Assistant City Manager Swartz, the District received three bids on May 1, 1958 for garbage collection and disposal services. The three bids were as follows: 1. Santa Ana Commercial $0.63 per unit 2. Kenneth C. Price - flat rate of $7,783.18 3. Warren W. Jaycox - $0.69 per unit The Board accepted the bid from Santa Ana Commercial and awarded a three year contract with a two year extension option. In 1963, ORCO Disposal Services bought Santa Ana Commercial Company and on July 3 of that year the Board of Directors approved an agreement with ORCO. From 1963 to 1990, ORCO provided garbage collection and disposal services. Since CMSD's incorporation, the organization never provided garbage collection and disposal services to the business community. The City and CMSD's role for solid waste collection was later identified in a 1993 agreement that stipulated the City's responsibility for collecting and recycling solid waste materials from commercial, industrial and multi-family facilities. ORCO DISPOSAL SERVICES From 1963 to 1990, ORCO provided garbage collection and disposal services to CMSD residents. The Board approved four contract extensions with ORCO citing Government Code Section 66755 that contracts for solid waste collection and disposal services may be extended without competitive bidding. (Section 66755 has been replaced with Public Resources Code, Division 30, Part 1, Chapter 1, Article 2, Section 40059). COSTA MESA DISPOSAL On January 18, 1990, ORCO Disposal Services changed it's name to Costa Mesa Disposal (CMD) and on February 28 of that year, the Board of Directors approved a contract with CMD. CMD remained the exclusive solid waste/recycling collector for CMSD until 2006. In 2001, the District, with cooperation from CMD, implemented an automated collection program. Over the next five years, CMSD purchased and distributed 47,678 automated carts to residents. CMSD entered into a lease with option to purchase agreement with Municipal Finance Corp for the acquisition of the carts in the amount of $2.4 million. CMSD had the responsibility of maintaining the inventory and condition of the carts. For example, if a cart was missing the lid or a wheel the Costa Mesa Sanitary District would be responsible for replacing the cart. CR&R ENVIRONMENTAL SERVICES On July 21, 1989 the Board of Directors approved a contract with C.R. Transfer, which is the solid waste/recycling transfer station in the City of Stanton. CR&R Environmental Services is the owner and operator of C.R. Transfer, which is still operational today. The Board's decision to enter into a contract with C.R. Transfer was due to the planned 1990 closure of the County landfill in Newport Beach called, Coyote Canyon. th CR&R purchased CMD and on July 20, 2006, the Board of Directors approved a contract with CR&R Environmental Services to be the exclusive solid waste/recycling collector for CMSD. As part of the term of the agreement, CR&R agreed to purchase the automated carts from CMSD so that CMSD can terminate the lease/purchasing agreement with Municipal Finance Corporation and be debt free. In addition, CR&R is responsible for maintaining the inventory and condition of the carts. On February 25, 2014, the Board of Directors approved an amendment with CR&R for the implementation of a curbside organics recycling program. The program was implemented in 2015 in which CMSD became the first Southern California community to implement such a program. On June 28, 2018, the Board of Directors approved a new contract with CR&R that include new services to residents such as door-to-door household hazardous waste collection program, free mulch event, and free roll-out assistance to senior/ADA residents CORPORATE YARD In 2010, the District completed the construction of its Corporate Yard. The 5,300 square foot facility was designed and built using strategies aimed at improving the environment across all the metrics that matter most: energy savings, water efficiency, CO emissions reduction, improved indoor environmental quality and stewardship of resources and sensitivity to their impacts. The Corporate Yard received “Platinum” recognition for Leadership in Energy and Environmental Design (LEED) from the U.S. Green Building Council, which is the highest recognition bestowed by the organization. In 2017, the Board of Directors approved purchasing the property adjacent to the Yard at 2252 Fairview Road for $1.7 million. The purpose for expanding the Corporate Yard is to centralize CMSD's emergency equipment such as mobile generators and by-pass pumps. Prior to expanding the Yard, CMSD's emergency equipment were stored at different locations including the City's Corporate Yard, Orange Coast College Boat Yard and at CMSD pump stations. Centralizing all emergency equipment at one location will improve staff's response time in the event of an emergency. The Yard expansion is now complete and fully operational. The cost to expand the Yard was $306,206. HEADQUARTERS In July 2004, CMSD moved its office and administrative staff from City Hall to a building located at 628 19th Street. CMSD paid $730,000 for the property, which became CMSD's headquarters for the next twelve years. Due to limited parking spaces, limited public seating for Board meetings, and no room to conduct special events like the State of the District and citizens academy, staff began looking for larger facilities that can serve as CMSD headquarters. In 2016, CMSD sold the 19th Street building for more than $1.2 million and used the proceeds to purchase the building at 290 Paularino Avenue for $3,750,000, which now serves as CMSD headquarters. Legal Review Not applicable Environmental Review Describing the history of the Costa Mesa Sanitary District is an administrative matter that will not result in direct or indirect physical changes in the environment and is not considered a "project". Financial Review There are no financial impacts for describing the history of the Costa Mesa Sanitary District Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 12, 2018 Citizens Advisory Committee meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1, Direct staff to report back with more information 2 C. ITEM To: Citizens Advisory From: Scott Carroll, General Manager Date: September 12, 2018 Subject: Consider Implementing a Performance Measurement Program Summary On August 8, 2018, the CAC approved a list of topics to be discussed at future CAC meetings Analysis On the list of discussion for the September 12 meeting is considering the implementation of a Performance Measurement Program. Chairman Carey is going to be absent for the September 12 meeting and requested staff to reschedule this topic for the October 10 CAC meeting. Legal Review Not applicable Environmental Review Rescheduling a topic for the CAC agenda is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review There are not financial impacts to the District for rescheduling discussion about the proposed Performance Measurement Program. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the September 12, 2018 CAC meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information Subject 6. Consider Implementing a Performance Measurement Program Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Discussion Goals 5.0 Administrative Management C. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: September 12, 2018 Subject: Goodwill Collection Event Summary The Costa Mesa Sanitary District (CMSD) Board of Directors established a goal of diverting 75% of the solid waste stream away from landfills, CMSD is currently diverting 60%. CMSD, in partnership with Orange Coast College Recycling Center and Orange County Goodwill, held a drive-thru donation event on Saturday, August 18, 2018 in efforts to potentially improve the District's solid waste diversion rate. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis The community drive-thru donation event was held on Saturday, August 18 from 9:00 a.m. to 3:00 p.m., providing the community with a convenient and free service to dispose of no longer needed clothing, housewares, and electronics. The event was held in the parking lot at the OCC Recycling Center, cones were set up on the left-hand side of the parking lot to separate the donation event and allow Recycling Center customers access to the parking spaces and both buy back counters. The event was promoted through a daily pilot ad which ran on August 5th and 12th. Additionally, Staff utilized the following free outreach: CMSD Newsletter, CMSD website, CMSD Social Media (Facebook, Twitter, Instagram), Costa Mesa Minute (City of Costa Mesa Video), PeachJar flyer distributed to NMUSD parents as well as Costa Mesa Chamber's "What's Up Costa Mesa" App and website. On the day of the event, OC Goodwill provided a 28-foot trailer with 8 cages and 10 Gaylord boxes for collection purposes. Additionally, they provided CMSD with one event manager and three event volunteers. The cages were placed beside the trailer so cars could easily pull up and allow OC Goodwill volunteers to collect the donation and separate into the appropriate cages. The event was unfortunately not well attended, there were a total of 35 donors who donated 2,750.50 lbs of goods. The donation event collected three full cages of clothing, one cage of houseware and 1/2 a cage of electronics. After inputting the number of donations collected, the District's diversion rate for the current fiscal year is 62.75%. Although the event was not well attended, there was interest by residents using the recycling center in participating but did not know the event was being held that day. Staff believes participation in the event would increase if the event is held in the springtime(March/April) instead of in the Fall. Staff would recommend that a donation event is combined with the free mulch event in Spring 2019 so residents could both dispose of unwanted items as well as pick up free bags of mulch for their gardens. Attached are pictures of the event. Legal Review Not Applicable. Subject 7. Goodwill Collection Event Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action, Receive and File Recommended Action That the Citizens Advisory Committee receive and file this report Goals 2.4 Develop Strategies for 75% Waste Diversion 2.00 Solid Waste th Environmental Review Being a partial sponsor or coordinator of a community recycling event 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 CEQ Guidelines. Financial Review The District spent $1,640.82 promote and advertise the event. There were no costs to utilize the OCC Recycling Center parking lot and OC Goodwill provided volunteers to work the event. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 12, 2018 Citizens Advisory Committee meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions Refer item back to staff with further instructions. File Attachments IMG_1741.JPG (3,231 KB) IMG_1740.JPG (2,092 KB) IMG_0002.jpg (7,159 KB) IMG_20180818_133946.jpg (3,437 KB) IMG_1750.JPG (4,498 KB) IMG_1744.JPG (1,396 KB) C. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 12, 2018 Subject: Proposed Ordinance to Recover Costs when Private Property Owners Refuse Access to CMSD Facilities Summary Located throughout the community, the District has mainline pipes in private backyards. The District owns an easement where the pipeline is located and the District has legal authority, via the Health and Safety Code Section 6523.2, to enter onto private property to inspect and maintain the mainline. District staff always ask for permission from property owners to enter onto their property, and for the most part, property owners oblige District staff. However, this past year there was one property owner that refused to cooperate with District staff, which required the use of many resources and taxpayer dollars to finally enter onto his property. The proposed ordinance will try to ensure similar incidents will not occur in the future. Recommendation That the Citizens Advisory Committee approve recommending the Board of Directors adopt the proposed ordinance to recover costs when private property owners refuse access to CMSD facilities Analysis On April 16, 2018, staff approached a property owner and requested access to his backyard so that CMSD staff may perform cleaning duties and closed circuit television inspections of the pipe. The property owner denied staff entry and stated that he did not agree with CMSD’s interpretation of the easement access. Staff explained in detail to the property owner that CMSD had legal standing to make entry and staff needed access to perform the above duties for benefit of the public. The property owner continued to deny staff permission to enter his backyard, so staff vacated the property and informed management about the situation. On April 25, 2018, staff returned to the property; however, due to the property owner's demeanor towards staff and concerns for their safety the District requested the presence of the Costa Mesa Police Department. While at the property, staff made contact with with the property owner. Staff handed the property owner a letter from District Counsel describing the statute that allows staff to enter his backyard for the purpose of inspecting and maintaining the mainline. Once again, the property denied staff access to his property. Staff vacated the property and informed management. The next step is to obtain an inspection warrant from Orange County Superior Court. This requires legal services for preparing documents and a written declaration from staff, which has to be signed in front of the judge. After the warrant is issued, staff has to post it on the private property's front door with 24 hours' notice prior to executing the warrant and the District will have fourteen days to execute the warrant. On May 16, 2018, staff posted the notice on the front door informing the property owner that staff will be arriving on May 21st between 8:00 am to 10:00 am. On May 21, 2018, staff arrived to the private property and after showing him the warrant he allowed staff to enter his property to inspect and maintain the mainline. CMSD's wastewater superintendent, two wastewater maintenance workers, CMSD's code enforcement officer Subject 8. Proposed Ordinance to Recover Costs when Private Property Owners Refuse Access to CMSD Facilities Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action Fiscal Impact Yes Recommended Action That the Citizens Advisory Committee approve recommending the Board of Directors adopt the proposed ordinance to recover costs when private property owners refuse access to CMSD facilities Goals 1.0 Sewer Infrastructure and a police officer from the Costa Mesa Police Department were all present. If the property had refused entry again then the District would have to go back to court to obtain a force entry inspection warrant. Additional resources may have been needed after serving the force entry warrant, such as animal control services, because the property owner owned a large dog, which may have been in the backyard upon staff's arrival. The attached proposed ordinance, if approved by the Board of Directors, will allow staff to recoup the District's costs for gaining access to CMSD owned sewer easements when access is denied by property owners. The ordinance will allow the District to recover the costs by placing the charges on property owner's tax roll. Legal Review District Counsel, Alan Burns, prepared the draft ordinance. Environmental Review Adopting an ordinance to recover costs when private property owners refuse access to CMSD facilities is an administrative matter that will not result in direct or indirect physical changes in the environment and is not considered a "project". Financial Review It is estimated the District spent $4,217 trying to gain access to the sewer easement on the private property. If the District had an ordinance adopted like the one attached hereto, the $4,217 would have been placed on the property owners tax roll for collection. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 12, 2018 Citizens Advisory Committee meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Do not recommend the Board of Directors adopt the proposed ordinance 2. Direct staff to report back with more information File Attachments Proposed Ordinance.pdf (84 KB) C. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 12, 2018 Subject: Review CMSD Website & GoCMSD Application Summary Staff will provide an overview of the District's website and its most visited webpages. Additionally, staff will demonstrate the GoCMSD web application, which serves as a citizen reporting and service request mechanism. Analysis The Costa Mesa Sanitary District's website is intended to be a one stop shop for information pertaining to the District and its services. Below is an overview of the website's structure and the purpose of its components. The Citizens Advisory Committee (CAC) is being asked to review the website and provide comments, feedback, and suggestions in order to help improve the public's ability to access and navigate the website. Homepage Header: The header displays the District's mission statement. Slideshow: The slideshow highlights any announcements, upcoming events, projects, programs, employment opportunities, and news that the District is currently promoting. Upcoming Meetings & Events: This section lists the current month's public meetings and events. A link to the agenda packet is included with any public meeting that the District is hosting. News: This section lists all recent District news, including employment opportunities, press releases, industry awards, etc. Readers can click on the headlines to learn more. Accomplishments & Awards: This section exhibits the District's annual "Year End Accomplishments," industry awards, and information about the Districts Make the Difference campaign. Footer: The page footer includes the District's address, office hours, and contact information. Social Media: Twitter, Facebook, Instagram, and YouTube. Main Tabs Who We Are: This tab includes general information about the District, including its boundaries, organizational structure, General Manager and staff, administrative documents, and the transparency portal. Board of Directors: This tab includes information about the District's Board of Directors, as well as the rules and procedures that they are subject to. Information about the CAC is included in this section also. Solid Waste: This tab contains an overview of the District's solid waste collection service and webpages dedicated to each of the District's solid waste programs. It also includes resources for the proper disposal of hazardous waste and various FAQs. Wastewater: This tab contains an overview of the District's wastewater system, including sewer plans, permit fees, programs, projects, and more. Media: This tab includes information that is meant for public distribution, including press releases, promotional materials, newsletters, award information, event information, and videos. Contact Us: This tab includes all means of contacting the District, including staff contact forms. It also includes applications such as the Contribution Application and the Community Room Rental, as well as the GoCMSD web application. Subject 9. Review CMSD Website & GoCMSD Application Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Action, Presentation Recommended Action That the Citizens Advisory Committee: 1. Review the District's website and GoCMSD application; and 2. Provide District staff with feedback and suggestions for improvement. Goals 4.0 Community Outreach & Communications 4.7 Demonstrate outstanding efforts in transparency Quick Links Tab Calendar: Includes community events, public meetings, holiday trash schedule, office closures, etc. Upcoming Projects: Includes information pertaining to upcoming District projects, bids, and bid results. Transparency: Portal for information that the District is required to make accessible to the public. Solid Waste Collection Day: Map displaying trash collection day. Stay Informed: Link to GoCMSD subscription page. Make A Payment: Instructions for payment of sewer permits. GoCMSD Web Application GoCMSD serves 3 main functions: Information - This function provides general information about the District's services. It allows users to search for information based on key words/phrases or select popular topics to learn more about them. Service Requests: This function allows users to input requests and complaints that get routed to the appropriate District staff member. Users can select issues such as sewer odors, missed trash collection, trash carts in public view, etc. and report them through the web application (website) or through the mobile app, which can be downloaded through the App Store and GooglePlay. District staff receive a due date to address the issue, then they must reply to the user and close out the case once the issue has been resolved. Stay Informed: This function allows users to subscribe to receive information about District news, employment opportunities, public meeting agendas, and newsletters. Recommendation That the Citizens Advisory Committee: 1. Review the District's website and GoCMSD application; and 2. Provide District staff with feedback and suggestions for improvement. Legal Review Not applicable. Environmental Review Reviewing the District's website and GoCMSD application will not result in direct or indirect physical changes to the environment similar to grading or construction and is not considered a project under CEQA. Financial Review The District budgeted a total of $8,000 for Website Maintenance in Fiscal Year 2018-2019, which includes any updates to the website that District staff is unable to perform. There is currently a balance of $7,640 remaining in this account. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the September 12, 2018 Citizens Advisory Committee meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. D. Closing Items Subject 1. Board/Staff Comments Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Presentation D. Closing Items The next Citizens Advisory Committee meeting will be held on Wednesday, October 10, 2018 at 6:00PM at 290 Paularino Avenue, Costa Mesa. Subject 2. Adjournment Meeting Sep 12, 2018 - Citizens Advisory Committee Access Public Type Procedural