2019_06_18_studyTuesday, June 18, 2019
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
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.)
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.
1. Public Comments
C. ITEMS OF STUDY
1. May 2019 Solid Waste Diversion Report
2. May 2019 Organics Tonnage Report
3. Citizens Environmental Protection Academy - Spring 2019
4. General Manager Declaring Emergency Work for Two Inverted Siphons on Bristol Street
5. Financial Review of CR&R - Oral Report
6. Multi-family Solid Waste Collection - Oral Report
7. Consider Revising CMSD's Operations Code Section 3.01.060 - Time of Regular Meetings
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
Tuesday, June 18, 2019
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
James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Subject 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.)
Meeting Jun 18, 2019 - Board of Directors Study Session
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 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 Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: June 18, 2019
Subject: Solid Waste Diversion Report
Summary
A total of 2,253.95 tons of solid waste were collected and recycled in May 2019.
Staff Recommendation
That the Board of Directors receive 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 eleven months at 61.64%. A total of 40,788.44 tons of solid waste materials have been collected, of which 25,142.10 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 May was
not available in time to include in this report. However, these numbers will be included in the July report. Attachment A is the fiscal
year 2018-19 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 June 18, 2019 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Action
1. Direct staff to report back with more information.
File Attachments
CRR-OCC Diversion.pdf (77 KB)
Subject 1. May 2019 Solid Waste Diversion Report
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: June 18, 2019
Subject: Organics Tonnage Report
Summary
A total of 796.70 tons of organic waste were collected and recycled in May 2019.
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 the last three fiscal years. Additionally, a
graph is included breaking down the total tonnage collected and how much material was recycled and landfilled from the organics
program.
Subject 2. May 2019 Organics Tonnage Report
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report
File Attachments
organics.png (18 KB)
tonnage.png (25 KB)
Tonnage 1.png (9 KB)
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 June 18, 2019 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: June 18, 2019
Subject: Spring 2019 Citizens Environmental Protection Academy
Summary
In April of 2018, the Costa Mesa Sanitary District (CMSD) launched a new educational outreach program called the Citizens
Environmental Protection Academy (CEPA). The purpose of CEPA is to give participants an introduction to the solid waste and
wastewater industries, while sharing CMSD's story and its role in protecting the community's health and the environment. Through
CEPA, CMSD seeks to inspire residents to reduce their overall waste, proactively maintain lateral sewer lines, properly dispose of
hazardous waste, and take part in CMSD's special programs. Additionally, CEPA provides CMSD with an opportunity to demonstrate
open government by inviting residents into its facilities and sharing the important work that CMSD staff and other industry
professionals do to keep the community and local waterways waste-free.
Recommendation
That the Board of Directors receive and file the report.
Analysis
CEPA gives residents an opportunity to get a behind-the-scenes look at where their trash and wastewater go after it leaves their
homes, while CMSD and its local partners have an opportunity to educate and engage the communities that they serve. During the
first two iterations of CEPA (Spring and Fall of 2018), participants attended recycling workshops, demonstrations of CMSD's
wastewater equipment, and tours of CMSD's Wastewater Maintenance Yard, Orange Coast College Recycling Center, CR&R's
Materials Recovery Facility, CR&R's Anaerobic Digestion Facility, Orange County Sanitation District, and Orange County Water
District's Groundwater Replenishment System.
The Spring 2019 CEPA series included the following:
April 6, 2019 - Workshop: Solid Waste & Recycling Presentation from Inside the Outdoors, Tour of CMSD's Wastewater
Maintenance Yard, Presentation on Wastewater Pumps, & Visit to CMSD's 19th Street Pump Station
April 11, 2019 - CR&R Materials Recovery Facility Tour & Presentation on the History of Recycling
April 19, 2019 - CR&R Anaerobic Digestion Facility Tour & Presentation on Organics Recycling
April 22, 2019 - Frank R. Bowerman Landfill Tour, Presentation on the History of Landfills in Orange County, & Falconry
Demonstration
April 25, 2019 - Presentation of Certificates of Completion at CMSD Board Meeting
The following results have been compiled from the past three CEPA series:
CEPA Series Total Number of Attendees
Spring 2018 35
Fall 2018 25
Spring 2019 42
CEPA Series Average Satisfaction Rating
(on a scale of 1 to 10)Total Number of Surveys Completed
Spring 2018 9.24 17
Subject 3. Citizens Environmental Protection Academy - Spring 2019
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 4.4 District branding
4.0 Community Outreach & Communications
3.00 Partnerships
Fall 2018 9.54 13
Spring 2019 8.88 17
Online surveys are sent to all attendees after each CEPA series. Below are some of the feedback and comments received after the
Spring 2019 CEPA series:
[I would like more information about] “single stream recycling vs. home sorting”
[I would like more information about] “how to ‘help’ when we throw things away, like the info about rinsing out your spaghetti
jars, otherwise it won't get recycled”
[I would like more information about] “where the recycled materials pulled from the trash go”
“Thank you for providing these workshops! I hope they continue and that more are offered for children.”
“I thought that the duration of the presentation was just right. The speakers were able to speak clearly and answer any
questions that we had.”
“This really exceeded my expectations.”
“This workshop was fantastic! I learned so much and it's information I really feel like I can use. Thank you for putting this on.
I'm walking away a more informed and more conscientious citizen!”
Legal Review
Not applicable.
Environmental Review
The Citizens Environmental Protection Academy is not a disturbance of the environment similar to grading or construction and does
not constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
The District budgeted $20,000 for CEPA in FY 2017-2018 and FY 2018-2019. A total of $14,988.78 was spent during FY 2017-2018
and a total of $11,604.99 was spent during FY 2018-2019. A savings occurred in FY 2018-2019 because CMSD was able to
generate more interest through free advertising opportunities such as the District website, social media, Mailchimp email distribution,
PeachJar, and the What’s Up Costa Mesa app. Additionally, CMSD did not have to purchase as many giveaway items as were
purchased in FY 2017-2018, because CMSD's 75th Anniversary giveaways were distributed instead.
CMSD received a grant from Orange County Waste & Recycling to help offset the costs associated with CEPA for the next three
years. During Year 1 of the grant (February 2018 to February 2019), CMSD was reimbursed a total of $12,664.67 for the series.
CMSD will receive reimbursement for 80% of its CEPA expenditures during Year 2 (February 2019 to February 2020) up to a total of
$10,120.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the June 18, 2019 Board of Directors Study
Session at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with additional information.
File Attachments
CEPA Spring 2019 Photos.pdf (3,782 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: June 18, 2019
Subject: General Manager Declaring Emergency Work for Two Inverted Siphons on Bristol Street
Summary
An inverted sewer siphon allows wastewater to pass under obstructions such as a railroad cut, highway, conduit or river. It’s often
called a sag pipe. This pipe is dropped sharply, then run horizontal under the construction, and finally rises to the desired
elevation. The District has several siphons within our system. The inverted siphon on Bristol Street runs under a flood control
channel. There’s also a secondary mainline at this location that serves as a by-pass.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In May 2019, staff was cleaning the secondary line when all of a sudden the hose got stuck in the pipe, and as a last resort, we had
to cut the hose leaving approximately 125 feet of hose inside the secondary mainline. Staff was able to remove enough water to
place a camera inside the primary and secondary mainline to observe the current condition of both pipes as well as trying to locate
the hose. The primary pipe had small cracks and could be lined. The secondary pipe had damages as well. Staff still could not pass
a certain spot in the secondary pipe, which as a result, the hose nozzle could not be located inside the pipe. In accordance to the
District's Operations Code Section 4.04.120(a) the General Manager declared this situation an emergency that allowed staff to hire
contractors to repair both siphon mainlines and remove the lodged hose without using a competitive bid process. In accordance to
this section, the General Manager is providing this report to the Board as justification for continuing with the emergency work.
The District hired National Plant Services (NPS) to clean the primary siphon mainline and then install a liner. At that point, the primary
siphon line will be stable and excavation of the secondary siphon line will continue in order to find the hose and eventually repair the
secondary pipe. Unfortunately, while NPS was cleaning the primary line their hose got stuck in the pipe. Because the condition of
both pipes, which are ductile iron, are in bad condition, contractors were refusing to do anymore work until the District can install a
temporary bypass system. The District hired GCI to procure and install a temporary bypass system and assist removing both hoses.
Attached are pictures of the temporary bypass system. Notice the elaborate piping for the bypass system. The District's bypass
pumps do not have this type of piping, which can be placed underground, nor do our pumps have the fuel capacity or monitoring
controls like the Godwin pumps. The cost is $55,400 for the first week, which included removing and replacing asphalt concrete,
sidewalk, curb and gutter, installing and removing pumps, tie into manhole and fuel and an additional $7,400 for each additional week
the Godwins are needed.
After several days and several attempts GCI, with the assistance from CR Drains and Jimni's pumper truck, successfully removed
NPS hose from the primary siphon mainline on May 30. It appears the nozzle of the hose was buried in a large amount of sand.
Staff believes the nozzle wedged itself into the lower 45 degree bend of the siphon. On June 2, GCI excavated and removed the
upper 45 degree bend on the upstream side of the secondary pipe and was able to obtain a hold on the District's cleaning hose, but
unfortunately, GCI was unsuccessful removing the hose. On June 3, GCI tried again to remove the hose from the secondary siphon
pipe and this time they were successful in retrieving the hose. Just like the primary line, there is so much sand and debris in the line
that the nozzle was buried. After removing the hose and nozzle, GCI spent a lot of time cleaning the secondary line by removing the
sand and debris.
Subject 4. General Manager Declaring Emergency Work for Two Inverted Siphons on
Bristol Street
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors receive and file this report.
Goals 1.0 Sewer Infrastructure
The cost for this emergency work is still being determined, but staff estimates it will be close to $200,000 by the time it is completed
and it includes liners in the two down-legs and two up-legs. Everyone agrees all four 45 degree bends to both siphons should be
removed and replaced with gently sloping pipe sections. Removing the bends will allow the District to line the primary and secondary
mainline and extend the pipe's life expectancy for another fifty years and it will prevent cleaning hoses from getting lodged in the
system.
Legal Review
Not applicable
Environmental Review
The emergency work is a minor alteration and is categorically exempt under the California Environmental Quality
Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” project as stated
under 15301; “Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or
minor alteration of existing public or private structures, facilities …”; pertaining to 15301(b) “Existing
facilities of both investor and publicly-owned utilities used to provide electric power, natural gas,
sewerage, or other public utility services”.
Financial Review
Staff will be bringing to the Board a recommendation to approve appropriating $300,000 from Project #318, President Pump Station
Rehabilitation Project to fund the emergency work identified above and for the capital improvements to the primary and secondary
siphon mainline on Bristol Street.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the June 18, 2019 Board of Directors study
session meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Bypass Pictures.pdf (2,184 KB)
C. ITEMS OF STUDY
Subject 5. Financial Review of CR&R - Oral Report
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.2 Annual Contract Audits
7.1 Perform long term solid and liquid waste rate projections
C. ITEMS OF STUDY
Subject 6. Multi-family Solid Waste Collection - Oral Report
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.00 Solid Waste
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: June 18, 2019
Subject: Consider Revising CMSD's Operations Code Section 3.01.060 - Time of Regular Meetings
Summary
The Board of Directors requested this item be placed on the agenda for discussion. The Board wants to consider changing Board of
Directors regular standard meetings from the fourth Thursday of every month at 5:30 pm to the fourth Tuesday of every month at 4:30
pm.
Recommendation
That the Board of Directors direct staff to bring back an ordinance to revise CMSD's Operations Code Section 3.01.060 - Time of
Regular Meeting
Analysis
If the Board wants to change the Board of Directors regular standard meeting then it's important to consider potential meeting
conflicts with other agencies. Board members serve or may serve on the following agencies:
Orange County Sanitation District (OCSD) Board of Directors meets on fourth Wednesday of every month at 6:00 pm.
President Ferryman serves on the Board of Directors and Vice President Ooten serves as the alternate Director.
OCSD Administrative Committee meets on the second Wednesday of every month at 5:00 pm. President Ferryman serves
on the Administrative Committee.
OCSD Operations Committee meets on the first Wednesday of every month at 5:00 pm
OCSD Steering Committee meets on the fourth Wednesday of every month at 5:00 pm
Santa Ana River Flood Protection Agency (SARFPA) meets on the fourth Thursday of every other month at 4:00 pm.
President Ferryman and Director Perry serve on SARFPA.
Orange County Council of Governments (OCCOG) meets on the fourth Thursday of every month at 10:30 am. President
Ferryman and Director Scheafer serve on OCCOG
Special Districts Risk Management Authority (SDRMA) meets on the first Wednesday and Thursday of every month at 3:00
pm and 8:00 am. The meetings occur in Sacramento. Director Scheafer serves on SDRMA.
California Special Districts Association (CSDA) Board of Directors meet every other month on the first Friday at 9:30 am.
The meetings occur in Sacramento. Secretary Schafer serves on CSDA Board of Directors.
CSDA Legislative Committee meets three times annually in Sacramento. The dates and times vary. Secretary Schafer
serves on the Committee
CSDA Professional Development and Member Service Committees meet twice annually in Sacramento. The dates and times
vary. Secretary Schafer serves on both Committees.
Independent Special Districts of Orange County (ISDOC) Executive Committee meets on the first Tuesday of every month at
7:30 am. Secretary Schafer serves as 2nd Vice President of the Committee.
San Diego Association of Governments (SANDAG) Borders Committee meets on the fourth Friday of the month at 12:30
pm. President Ferryman serves on the Borders Committee.
National Water Research Institute (NWRI) Board of Directors meets quarterly on the second Tuesday at 12:30 pm.
President Ferryman serves on the Board of Directors.
Subject 7. Consider Revising CMSD's Operations Code Section 3.01.060 - Time of Regular
Meetings
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact No
Recommended Action That the Board of Directors direct staff to bring back an ordinance to revise CMSD's
Operations Code Section 3.01.060 - Time of Regular Meeting
Goals 5.0 Administrative Management
Changing the Board of Directors standard meeting day and time will require the adoption of an ordinance to amend CMSD's
Operations Code Section 3.01.060, Time of Regular Meetings, which states:
"The Board of Directors shall hold its regular meetings on the fourth Thursday of the month at 5:30 pm unless notification is otherwise
given."
Legal Review
Not applicable at this time; however, if the Board approves changing the standard meeting day and time, District Counsel will prepare
a proposed ordinance for the Board to consider adopting.
Environmental Review
Consideration of a new date and time for the regular board meetings 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.or the District's CEQA guidelines.
Financial Review
There are no financial impacts if the Board approves changing the Board of Directors standard meeting day and time
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the June 18, 2019 Board of Directors study
session meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type
D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, JULY 9, 2019 AT 9:30 A.M. IN THE DISTRICTS BOARD ROOM, LOCATED AT 290 PAULARINO AVENUE,
COSTA MESA.
Subject 2. Adjournment
Meeting Jun 18, 2019 - Board of Directors Study Session
Access Public
Type Procedural