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Minutes - Board - 2020-03-19COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING MARCH 19, 2020 Note: This meeting was conducted utilizing teleconferencing pursuant to Government code Section 54952.2 and the Governor's Executive Orders in effect waiving some of the requirements of that Section. Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Alan Burns (District Counsel), Gina Terraneo (Management Analyst II), Angela Colunga (Office Specialist) Others present None 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.) President Ferryman called the meeting to order at 9:30 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Ferryman, Vice President Ooten, Secretary Schafer, Director Scheafer, and Director Perry were present at this time. B. PUBLIC COMMENTS Procedural: 1. Public Comments President Ferryman opened public comments. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MARCH 19, 2020 Ms. Middenway stated that there are no members of the public present to address the Board of Directors. President Ferryman closed public comments. C. ITEMS OF DISCUSSION Procedural: 1. Discussion regarding the Costa Mesa Sanitary District's COVID-19 Response General Manager, Scott Carroll, discussed the measures taken by the District in response to COVID-19. He stated that the District issued a press release on March 13, 2020 to notify the public that there will be no disruptions to regular trash service. He noted that the District issued a "What to Flush?" social media post regarding the concern of flushable wipes. Director Perry commented that the social media posts should inform the public to flush toilet paper as the only paper product. Mr. Carroll stated that the District issued a social media post encouraging the public to sign up for Orange County's AlertOC program in order to receive updates regarding COVID-19. He discussed the District's wastewater staff's concerns regarding their safety and the use of protective gear. He added that the District has ordered face shields as per their request. He mentioned that the District's Facilities Maintenance Worker, David Griffin, is constantly sanitizing District Headquarters and the District Yard. He noted that hand sanitizer and tissue paper is available to the public when they visit District facilities. He discussed the revision of the District's permitting procedures in which plans must be submitted electronically for review. He noted that customers can submit payment via PayPal or by calling the District phone line. He added that a notice regarding these new procedures has been posted for the public. He stated that District staff has been attending conference calls hosted by the Water Emergency Response Organization of Orange County (WEROC) to receive daily briefings. He noted that the District is following the Occupational Safety and Health Administration's guidelines for protecting employees. He discussed the District's new COVID-19 Leave Policy for employees. He stated that the District has cancelled all upcoming public events. He noted that the District has requested 10 Tyvek suits, 15 boxes of latex gloves, 10 pairs of goggles, 50 paper masks, and 20 personal bottles of hand sanitizer from WEROC. Director Perry inquired if the District will be giving out bottles of hand sanitizer to the public. Mr. Carroll clarified that the bottles of hand sanitizer are for District staff and that hand sanitizer is available for the public to use when visiting District facilities. He discussed the wastewater staff's concern of being exposed to COVID-19. He stated that the Centers for Disease Control and Prevention (CDC) reported that COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MARCH 19, 2020 there is no indication that the virus is contagious through wastewater. He discussed the CDC's safety guidelines for wastewater professionals. Director Scheafer discussed a recent article published in the Orange County Register regarding infected sewer water. He inquired if the District needs to contact the Orange County Register regarding the misinformation. Mr. Carroll noted that the is aware of the article and has discussed the matter with Peter Whittingham of Faubel Public Affairs to prepare a response. Secretary Schafer commented on the article published by the Orange County Register. Mr. Carroll stated that the District is tracking all costs related to COVID-19 for reimbursement from the federal government. He noted that the District has activated their Emergency Operations Center (EOC) to Level 1 and has been utilizing WebEOC to monitor other local agencies. He discussed the District's contract with National Plant Services to assist with the cleaning of the sewer system since two District wastewater maintenance workers recently resigned. He shared that the District has a contract with JIMNI Systems to assist with pump station maintenance. Secretary Schafer inquired about communication with the Solid Waste Association of North America (SWANA). Mr. Carroll stated that the District issued a press release regarding regular trash service, and that the District is operating with the highest level of normalcy possible. He discussed the use of teleconferencing for future District meetings. Director Perry asked District Counsel, Alan Burns, about issuing a proclamation stating the District's adherence to Governor Newsom's Executive Order N-25-20. Mr. Burns stated that a proclamation is not necessary. He noted that Governor Newsom has waived a few requirements regarding teleconferencing for public meetings. He shared that the District can issue a press release about the new regulations for public agency meetings. Secretary Schafer inquired about daily updates from the District's solid waste provider, CR&R Environmental Services. Mr. Carroll stated that if there are any solid waste issues with CR&R, then they will inform the District. Vice President Ooten discussed the wastewater staff's request for face shields and respirators. He does not recommend purchasing respirators. He noted that the face shields will be necessary for hydro flushing. COSTA MESA SANITARY DISTRICT PAGE 4. MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MARCH 19, 2020 Mr. Carroll confirmed that the wastewater staff will be receiving face shields. He noted that the District can request supplies from WEROC and the County of Orange. He stated that respirators are unnecessary for the wastewater staff. Director Scheafer discussed the recent power outage at the California Pump Station. He recommended that the District contacts Southern California Edison regarding their planned power outages. Director Perry stated that the City of Costa Mesa confirmed that Southern California Edison will not be performing any planned power outages for the next month. Director Scheafer inquired about standard procedures regarding the use of the District's generator during a power outage. Mr. Carroll shared that this recent power outage was not planned by Southern California Edison. He noted that he will consult with District staff regarding the use of the District's generator. President Ferryman asked if the District needs to monitor the information published by the Orange County Sanitation District (OCSD) to ensure that the District is complying with government regulations. Mr. Carroll noted that OCSD and the District are receiving the same information from the County of Orange's EOC and WEROC. Mr. Burns shared that the County of Orange issued an order regarding business operations. Discussion followed regarding upcoming District meetings. Director Scheafer asked Mr. Carroll if he has been tested for COVID-19. Mr. Carroll stated that he discussed the matter with District staff. He noted that he would have to request a test through his health care coverage. He shared that he does not have any symptoms, therefore, he decided against getting tested. He discussed a hypothetical scenario in which a majority of the Board contracts the virus and cannot attend District meetings. Mr. Burns stated that for a Board member to be removed from office he/she will have to resign or be declared incapacitated physically or mentally. He discussed the process. to replace a vacant seat. He noted that if a Board member is unable to function, then the District would most likely request their resignation. Secretary Schafer inquired about teleconferencing if a Board member is not physically well. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MARCH 19, 2020 Mr. Burns stated that teleconferencing is still an option. Mr. Carroll discussed a scenario in which a Board member is not able to think and make coherent decisions. Mr. Burns noted that in order to determine that status, medical evidence will be required. Vice President Ooten asked Mr. Burns if a Board Director can instruct a power of attorney to carry out their decisions. Discussion followed regarding upcoming District meetings. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Secretary Schafer updated the Board on her recent hand surgery and recovery process. Director Scheafer asked Mr. Carroll about the current operating procedures for District staff. Mr. Carroll stated that all District employees have their own office which keeps them isolated and socially distant. He noted that the District lobby is secured and that the public may access the building to drop off medications and sharps disposals. Director Scheafer recommended that District management should be sensitive to District staffs concerns. Mr. Carroll assured the Board that he is aware of staff's concerns and is adjusting accordingly. He shared that Barry Friedland of Costa Mesa Brief has offered to produce a public service announcement for the District. Director Scheafer recommended that the District focuses on issuing press releases. Secretary Schafer stated that she would prefer to receive District updates on Channel 3 which airs the City of Costa Mesa's television program. She expressed her support for District staffs response to COVID-19. There was no further discussion. Procedural: 2. Adjournment COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MARCH 19,2020 President Ferryman adjourned the meeting at 10:04 A.M. Arlene Schafer Secretary Ja es Ferryman Pr sident