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Minutes - Board - 2020-01-14COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JANUARY 14, 2020 Members present Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer Members absent Jim Ferryman Staff present Scott Carroll (General Manager), Alan Burns (District Counsel), Kaitlin Tran (Finance Manager), Steve Cano (Wastewater Maintenance Superintendent), Gina Terraneo (Management Analyst II & Acting District Clerk), Nabila Guzman (Management Analyst 1), Ed Roberts (Code Enforcement Officer), Angela Colunga (Office Specialist) Others present Jim Mosher (District resident), Pars Parikh (CR&R) Meeting called to order at 9:30 A.M. A. OPENING ITEMS Procedural: 1. 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.) Vice President Ooten called the meeting to order at 9:30 A.M. Management Analyst II and Acting District Clerk, Gina Terraneo, noted that Vice President Ooten, Secretary Schafer, Director Scheafer, and Director Perry were present at this time. She added that President Ferryman was not present. B. PUBLIC COMMENTS Procedural: 1. Public Comments Vice President Ooten opened public comments. Seeing no one wishing to speak at this time, he closed public comments. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2020 C. ITEMS OF STUDY Action, Receive and File: 1. December 2019 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, Ed Roberts, provided an overview of his December 2019 report. He shared that he conducted 4 proactive scavenging investigations, none of which were notable. Director Perry inquired about the scavenging incident on Peppertree Lane. Mr. Roberts confirmed that this incident involved a new offender, and he explained that most of the scavengers he comes in contact with are not repeat offenders. He reported that he issued 83 notices for trash carts stored in public view. He added that due to the holiday season, he took a softer approach to gaining voluntary compliance with trash cart placement. Director Perry asked if trash carts were left out due to missed pickups by CR&R during the holidays. Mr.. Roberts responded that he notices an abundance of trash carts left out during the holidays due to the increase in holiday -related waste. He continued by noting that he observes limited instances of graffiti on trash carts, and he noted that most markings are made by residents who wish to identify their own trash carts with their addresses. Director Scheafer noted that some multi -family properties have graffiti on their trash enclosures. He asked if Mr. Roberts takes note of this. Mr. Roberts confirmed that he takes note of graffiti on trash enclosures. He discussed his experience in addressing graffiti while working for the City of Costa Mesa's code enforcement team. He added that he tends to see this near Shalimar Drive and the southern part of the city. Discussion followed regarding the City of Costa Mesa and Newport -Mesa Unified School District's efforts to address graffiti. There was no further discussion and the report was received. Action: 2. Hot Spot Cleaning Program Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, explained that hot spots are areas in the sewer system that require high frequency cleaning. He noted that the District developed an internal Hot Spot Committee to address hot spots in 2011 when the District had a total of 97 hot spots. He shared that the District now has 18 hot spots as a result of the Committee's efforts, and he anticipates having as low as 14 permanent hot COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD .JANUARY 14, 2020 spots by the end of 2021. Mr. Carroll explained that these 14 hot spots are considered permanent because of severe structural defects that make them more cost-effective to clean than to reconstruct. He shared that the reduction in hot spots saves approximately 72 hours and 45 minutes per year in labor costs. Lastly, he noted that he has disbanded the Committee since their objective was achieved. Vice President Ooten asked if the structural defects are sewer siphons. Mr. Carroll responded that the defects are sags in the sewer lines. Vice President Ooten inquired about the status of the Ductile Iron Pipe Rehabilitation Project. Mr. Carroll noted that he is unsure, but he will find out more today. He commented that he believes the project is in the design phase. Director Perry asked what the ductile iron pipes will be replaced with. Mr. Carroll responded that they will be replaced with plastic (polyvinyl chloride) pipes. Discussion followed regarding the Ductile Iron Pipe Rehabilitation Project. Vice President Ooten asked how hot spots are cleaned by the District's wastewater crew. Wastewater Maintenance Superintendent, Steve Cano, explained that hot spots are cleaned through routine cleaning with the warthog sewer nozzle. There was no further discussion and the report was received. Action, Receive and File: 3. December 2019 Organics Tonnage Report Recommendation: That the Board of Directors receives and file this report. Mr. Carroll presented the standard monthly report and welcomed questions. Director Scheafer asked when the Board will see the total amount of Christmas trees collected and if Christmas trees are still currently being collected. Mr. Carroll confirmed that the Christmas tree collection tonnages will be included in next month's report. Pars Parikh of CR&R noted that the official Christmas Tree Collection Program ended on January 10th, but residents can call CR&R customer service if they still need trees collected. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD .JANUARY 14, 2020 Vice President Ooten asked whether CR&R's trucks collect the trees with front or side loaders. Mr. Parikh responded that they are collected with front loaders. There was no further discussion and the report was received. Action, Receive and File: 4. December 2019 Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented the standard monthly report and welcomed questions. Vice President Ooten complimented the report and requested that CR&R provide a schematic to show what happens to the materials listed with asterisks at the bottom of the report (green waste collected from mixed waste carts, organic material used as alternative daily cover, and organic material from organics carts). He commented that the waste characterization reports have changed since 2015. There was no further discussion and the report was received. Action: 5. Schedule Special Board of Directors Meeting to Begin the Process for Developing the FY 2020-25 Strategic Plan Recommendation: That the Board of Directors schedule a special Board of Directors meeting to begin the process for developing the FY 2020-25 Strategic Plan. Mr. Carroll sought direction from the Board regarding scheduling a special Board Meeting in April or May to begin developing the FY 2020-2025 Strategic Plan. He explained that the process will involve reviewing the District's mission, vision, core values, and strategic goals. He added that he will obtain input from District staff and invite the Citizens Advisory Committee to be involved in the process also. Discussion followed regarding Board Member availability, and potential meeting dates and times. Director Perry asked if it will take more than one meeting to complete. Mr. Carroll responded that he is unsure, but that he will start with one meeting and schedule additional meetings if necessary. Secretary Schafer asked if the Board can get a copy of the last Strategic Plan. Mr. Carroll noted that the Board receives quarterly updates on the Strategic Plan, and the next update will occur at the upcoming January Board Meeting. Director Scheafer commented that the Strategic Plan is available on the District's website also. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD .JANUARY 14, 2020 Additional discussion followed regarding Board Member availability. Mr. Carroll suggested April 29 at 9:00 A.M. The Board of Directors directed District staff to schedule a special meeting on Wednesday, April 29, 2020 at 9:00 A.M. Director Scheafer confirmed that Mr. Carroll will lead the strategic planning process rather than a consultant. There was no further discussion. Action: 6. Mitigating Roaches in the Sewer System Recommendation: That the Board of Directors provide direction to staff. Mr. Carroll noted that this item was requested by the Board, due to a recent issue with a property owner on California Street who claims that his property is infested with roaches. He explained that District staff televised the property's lateral sewer line and found a light to medium amount of roaches. He also noted that Golden Bell sprayed in this area for roaches in December of 2019. Mr. Carroll shared some ways that property owners can prevent roaches from entering their homes, including using P-traps, covering floor drains, and sealing holes around pipes. He added that Golden Bell sprays one quarter of the District's service area each year, and if the Board would like to increase this to half of the service area annually, the cost will more than double from $20,000 to $45,000 annually. Director Perry asked if the District gets other complaints about roaches. Mr. Carroll shared that the District gets complaints occasionally. He explained that if District staff sees over 50 roaches when they lift a manhole in the reported area, Golden Bell will come back and re -spray the area at no cost. He noted that if there are less than 50 roaches, District staff sprays the area themselves using a chemical that is less effective that Golden Bell's "Insecta" spray. Director Scheafer commented that he lives on California Street and has a pump station on his property, and he does not have a roach problem at his home. He indicated that he does not see this as a District issue, but rather a maintenance issue at the property itself. He commented that this property does not have a clean - out, which may be the easiest way to solve this issue. Secretary Schafer indicated agreement with Director Scheafer. She noted that she and her neighbors in College Park work with pest control companies to manage any pest issues on their properties. Vice President Ooten also indicated agreement with Director Scheafer. He asked what Mr. Cano saw when the sewer lateral was televised. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2020 Mr. Cano reported that he saw a light amount of roaches in the sewer lateral. Discussion followed regarding roaches and their attraction to moisture and food. Director Perry asked if District Counsel, Alan Burns, sees any District liability regarding this issue. Mr. Burns responded that he does not see any District liability. Vice President Ooten inquired about why District staff sprays for roach control. Mr. Cano explained that if staff did not conduct roach control, there would be a rise in infestations, especially in high density areas with multi -family properties. He noted that staff does not need to enter the manholes in order to spray. Director Scheafer asked Mr. Burns if the District is doing its due diligence by spraying for roach mitigation. Mr. Burns commented that he is unsure of why the District sprays for roach mitigation and whether it is effective or not. Director Perry asked when the District started its roach mitigation practices. Mr. Carroll noted that it was implemented before he joined the District. Vice President Ooten asked if District staff has contacted Orange County Vector Control for information. Mr. Carroll noted that staff has not contacted Orange County Vector Control. Discussion followed regarding effective roach mitigation methods. The Board of Directors directed District staff not to proceed with additional roach mitigation efforts for this property. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Director Scheafer requested an agenda item on the upcoming Board Meeting agenda to consider naming a facility in memory of District Engineer, Rob Harriers. Discussion followed regarding whether the District has a policy about naming facilities. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2020 Mr. Carroll shared that he has started a staff report and researched the costs of updating signage to memorialize Mr. Hamers. He noted that Mr. Hamers' daughters will be in Southern California in May, and this may be a good time to hold a ceremony and give them a proclamation. He commented that the Board may want to consider changing the date of their May Board Meeting to coincide with this ceremony. Director Scheafer commented that he would prefer to leave the May Board Meeting on its scheduled date and to host the ceremony as a separate event. Vice President Ooten advised against naming a pump station after Mr. Hamers, since this would make the pump station names inconsistent and it would require changing many documents. Director Perry suggested that the Board discuss which facility to name after Mr. Hamers at the January Board Meeting. There was no further discussion. Procedural: 2. Adjournment Vice President Ooten adjourned the meeting at 10:11 A.M. Arlene Schafer Secretary Ja Ferryman Pre 'dent