2020_01_14_ssTuesday, January 14, 2020
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 Acting District Clerk, Gina Terraneo, 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. December 2019 Code Enforcement Officer Report
2. Hot Spot Cleaning Program
3. December 2019 Organics Tonnage Report
4. December 2019 Solid Waste Diversion Report
5. Schedule Special Board of Directors Meeting to Begin the Process for Developing the FY 2020-25 Strategic Plan
6. Mitigating Roaches in the Sewer System
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
Tuesday, January 14, 2020
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 Acting District Clerk, Gina Terraneo, 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 Jan 14, 2020 - 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 Jan 14, 2020 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: January 14, 2020
Subject: December 2019 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for 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 four (04) individuals observed scavenging from CMSD trash carts. In the
same month he issued 83 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 14, 2020 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 2019 CEO report.doc (1,083 KB)
Subject 1. December 2019 Code Enforcement Officer Report
Meeting Jan 14, 2020 - 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
From: Scott Carroll, General Manager
Date: January 14, 2019
Subject: Hot Spot Cleaning Program
Summary
Hot spots are areas in the sewer system that require high frequency cleaning (e.g. semi-annually, quarterly) due to certain conditions
such as excessive grease, roots, debris, sags in the pipeline or other pipeline deficiencies. The time it takes to clean one hot spot
varies from thirty minutes to six hours. Reducing hot spot locations eliminates the hours needed to clean hot spots and allows staff to
transfer hot spot cleaning hours to the annual cleaning frequency program (once a year). The District has a strategic goal to reduce
hot spot locations to less than 30 locations.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In 2011, the District had 97 hot spot locations. An internal committee that consisted of the general manager, district engineer,
wastewater maintenance superintendent, the cleaning crew and EEC Environmental was created to focus on reducing the number of
hot spot locations. The committee met quarterly and used a variety of methods to reduce hot spots such installing short and full-
length liners, applying root herbicide in the system, requiring new restaurants to install grease interceptors, increased restaurant
inspections to ensure Best Management Practices (BMP) are being adhered to for fats, oil and grease (FOG), and repairing pipe
defects.
As a result of the committee's efforts there are now 18 hot spot locations. By FY 2020-21 the final number of hot spot locations could
be as low as 14 because two locations will be repaired as part of the District's Capital Improvement Project #328 Ductile Iron Pipe
Rehabilitation and another two locations are experiencing light grit and grease accumulation after nine months cleaning frequency.
These locations may be moved to the annual cleaning cycle. Reducing the number of hot spots from 97 to 14 saves approximately 72
hours and 45 minutes a year on labor. The hours saved is transferred to the annual cleaning cycle program.
The 14 locations will remain on a permanent hot spot list because it is more cost effective to clean these locations at a high frequency
rather than performing repairs or rehabilitation work. Because the Hot Spot Committee has achieved its objective, the General
Manager has decided to disband the Committee. The Hot Spot Committee will no longer meet on a quarterly basis and will only meet
if necessary.
Legal Review
Not applicable
Environmental Review
Repairs or reconstruction of sewer lines to remove hotspots is categorically exempt under the California Environmental Quality Act
(CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of existing public or
private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly-owned utilities used to
provide …. sewerage …
Subject 2. Hot Spot Cleaning Program
Meeting Jan 14, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact No
Recommended Action That the Board of Directors receive and file this report
Goals 1.0 Sewer Infrastructure
1.3 Reduce Hot Spot Locations to less than 30
Financial Review
There are no financial impacts to the District. The labor cost saved from reducing hot spot locations was transferred to the annual
cleaning cycle program.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 14, 2020 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.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: January 14, 2020
Subject: Organics Tonnage Report
Summary
A total of 693.19 tons of organic waste was collected in December 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 four 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 3. December 2019 Organics Tonnage Report
Meeting Jan 14, 2020 - 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
Tonnage.png (7 KB)
Organics.png (18 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 January 14, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District's website.
SW Tonnage.png (27 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: January 14, 2020
Subject: Solid Waste Diversion Report
Summary
A total of 2,092.25 tons of solid waste were collected and recycled in December 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 six months at 61.82%. A total of 22,355.98 tons of solid waste materials have been collected, of which 13,820.63 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 tonnage collected for the month of December has not
been included in the attachment it will be included in the February report. Attachment A is the fiscal year 2019-20 diversion rate
support.
The number of missed pickups received by CMSD for December 2019 was 36.
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 14, 2020 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
Attachment A.pdf (86 KB)
Subject 4. December 2019 Solid Waste Diversion Report
Meeting Jan 14, 2020 - 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
From: Scott Carroll, General Manager
Date: January 14, 2020
Subject: Schedule Special Board of Directors Meeting to Begin the Process for Developing the FY 2020-25 Strategic Plan
Summary
Strategic planning is a systematic process that help organizations set an ambition for the future and determine how best to achieve
it. Strategic planning is necessary to determine the direction of the organization and it focuses on Board of Directors' and employees'
efforts to ensure everyone is working towards a common goal.
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.
Analysis
The District's first Strategic Plan was adopted on May 27, 2010 titled, “Meeting and Exceeding the Public’s Expectations." It served
as a framework for decision-making over a five-year period and helped produce fundamental decisions that shaped the District in
being a high-achieving, results-oriented and cost-efficient organization.
To continue the organization’s momentum, the Board of Directors adopted its second Strategic Plan on May 28, 2015 titled, “Planning
for a Better Tomorrow.” This five-year plan continued focusing on the District’s mission of protecting the community’s health and the
environment while moving towards its vision of promoting a sustainable environment through innovation and cost effective services.
As the new year has begun, it is time to start discussing a Strategic Plan for the next five years (2020-25). Staff is requesting that the
Board schedule a special meeting in March to begin the process for creating the FY 2020-25 Strategic Plan. Prior to the March
meeting, the General Manager will meet with staff to obtain their feedback and suggestions regarding strategic goals the District
should focus on in the next five years. Staff's feedback and suggestions will be made available for discussion at the Board special
meeting.
Legal Review
Not applicable
Environmental Review
The District’s Strategic Plan is a planning document, and preparation and adoption of the plan itself is an administrative matter and 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 no financial impacts to the District for developing the FY 2020-25 Strategic Plan because the General Manager will be
facilitating the strategic plan discussion, and with assistance from staff, creating the final document for Board approval consideration.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 14, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District's website at www.cmsdca.gov.
Subject 5. Schedule Special Board of Directors Meeting to Begin the Process for
Developing the FY 2020-25 Strategic Plan
Meeting Jan 14, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact No
Recommended Action That the Board of Directors schedule a special Board of Directors meeting to begin the
process for developing the FY 2020-25 Strategic Plan.
Alternative Actions
1. Refer the matter back to staff.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: January 14, 2020
Subject: Mitigating Roaches in the Sewer System
Summary
Roaches are one of the most adaptable and common pest species on earth. They are natural to most environments and often live in
close association with human activity. Roaches like dark, damp environments and constantly seek out water sources and decaying
organic matter to feed on. As a result, they may be found in homes and all manner of building structures, landscaping, piping, parks
and natural spaces, and just about any habitat containing life.
Recommendation
That the Board of Directors provide direction to staff
Analysis
Roaches are drawn to damp, dark spaces, including basements, crawl spaces, storm drains, floor drains, and all manner of pipes.
Sewer pipes can offer both a source of water and decaying organic matter, so as roaches move about, they may try to invade sewer
pipes in search of the most ideal habitat. Dry conditions, especially during hot summer months, prompt roaches to seek out
increasingly hard to find water sources. Even in the driest times, sewers provide a moist environment that is attractive to these pests.
The District contracts with Golden Bell Products to spray a pesticide called “Insecta.” Golden Bell is the only company that is licensed
by the State of California to spray Insecta, which has a patent chemical that is harmless to humans but proven effective to
eradicating roaches. Golden Bell gives the District a two-year warranty that if a manhole experiences more than 50 roaches they will
return to spray the manhole at no additional cost. Sometimes staff receives calls about roaches after Golden Bell has sprayed the
manhole, but if there is less than 50 roaches staff has to spray using a different chemical that is not as effective as Insecta.
Property owners can prevent roaches from entering their home and/or business by taking proactive measures such as:
P-traps and indoor plumbing are well maintained and regularly utilized.
Floor drains should be flushed every week and outfitted with closable lids or rubber stoppers.
Seal holes around pipes.
Eliminate potential food, water, and shelter sources that attract roaches.
Seal any cracks and crevices around the property.
Performing pest control treatment similar to any other property invading pest such as ants, wasps, termites or ticks.
Legal Review
Not applicable
Environmental Review
The application of a pesticide to the inside of a sewer system by a State-licensed company using an approved product will not cause
a physical change to the environment and therefore is not a “project” under CEQA.
Financial Review
The District spends $20,000 annually to spray for roaches, which allows the District to spray one-quarter of the sewer system. If the
Board prefers spraying half the system annually (Golden Bell gives us a two-year warranty) then the cost will more than double to
Subject 6. Mitigating Roaches in the Sewer System
Meeting Jan 14, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact Yes
Recommended Action That the Board of Directors provide direction to staff
Goals 1.0 Sewer Infrastructure
$45,000 a year.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 14, 2020 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 Jan 14, 2020 - 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, FEBRUARY 11, 2020 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, LOCATED AT 290 PAULARINO
AVENUE, COSTA MESA.
Subject 2. Adjournment
Meeting Jan 14, 2020 - Board of Directors Study Session
Access Public
Type Procedural