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Minutes_2020_06_03_Solid WasteProtecting our community's health and the environment by providing solid waste and wastewater collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Solid Waste Ad Hoc Committee 290 Paularino Avenue Costa Mesa, California 92626 (Teleconference Meeting via Zoom) 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. MINUTES June 3, 2020 8:00 a.m. Committee members present: Vice President Bob Ooten, Director Mike Scheafer, Citizens Advisory Committee (CAC) Vice Chair Elodie Katz, General Manager Scott Carroll, District Clerk and Public Information Officer Noelani Middenway, Management Analyst I Nabila Guzman, Office Specialist Angela Colunga Committee members absent: Citizens Advisory Committee Member Monte Fields Others present: Mike Carey, Citizens Advisory Committee Chair & District resident A. Opening Items 1. Call to Order General Manager, Scott Carroll, called the meeting to order at 8:00 A.M. 2. Roll Call District Clerk and Public Information Officer, Noelani Middenway, conducted roll call and noted that Director Scheafer, CAC Vice Chair Katz, Nabila Guzman, Scott Carroll, and Angela Colunga were present at this time. Vice President Ooten joined the meeting at 8:21 A.M. 3. Public Comments Solid Waste Ad Hoc Committee Minutes June 3, 2020 Page 2 of 5 Mr. Carroll opened public comments. Seeing no one wishing to speak, he closed public comments. B. Items of Discussion 1. Missed Pickups Report Management Analyst I, Nabila Guzman, provided report details. She stated that the staff report includes the number of reported missed trash pickups on a monthly basis over that last three fiscal years. She shared that the District’s waste hauler, CR&R Environmental Services, provides a monthly complaint report which records missed pickups and other issues. She noted that CR&R only tracks complaints that were escalated to their management staff. She added that, prior to 2018, the District did not keep a record of reported service requests. She stated that in 2018 the District started using GovOutreach to communicate with District residents. She noted that, in fiscal year 2018-2019, CR&R experienced a high rate of trash truck issues which resulted in large portions of service routes to be missed. She reviewed the trash truck issues that have been recorded in fiscal year 2019-2020. Director Scheafer discussed the reported missed trash pickups of 2018 and 2019 and noted that the three highest rates of missed pickups revolve around three major holidays. Ms. Guzman shared that District residents tend to confuse which holidays are observed by CR&R. Director Scheafer recommended for the District to coordinate with the City of Costa Mesa to inform residents about holiday trash delays. He inquired if the District can track which neighborhoods have the highest rates of missed trash pickups. Ms. Guzman stated that the District can check which neighborhoods have reported missed pickups but noted that there does not seem to be a pattern. Director Scheafer expressed recognition for Ms. Guzman’s staff report. He stated that CR&R should be reporting all documented complaints. Mr. Carroll stated that GovOutreach helps the District record a variety of complaints. He noted that missed trash pickups that are recorded in GovOutreach are sent directly to CR&R for assistance. Ms. Guzman reviewed the questions submitted by CAC Vice Chair Katz regarding missed trash pickups for the Committee. Solid Waste Ad Hoc Committee Minutes June 3, 2020 Page 3 of 5 CAC Vice Chair Katz stated that most missed trash pickups seem to result from trash truck issues and relief truck drivers missing routes for service. Mr. Carroll shared that the District has negotiated with CR&R to receive access to the trash trucks’ global positioning system (GPS). He stated that CR&R was not willing to grant the District GPS access due to liability reasons. CAC Vice Chair Katz inquired about requesting more service data from CR&R. Mr. Guzman stated that the District can request for additional reports regarding missed trash pickups during the District’s annual performance review of CR&R. She shared that the District requested new trash trucks and an additional service route from CR&R in December 2019. Director Scheafer stated that a few of the trash trucks in the District’s service area are old and do not display the District’s information. He inquired about solid waste customers who receive trash service on Fridays. He noted that if CR&R misses their trash carts, then they will not receive service until the following Monday. He asked if CR&R can provide service for the missed pickups on the following Saturday. He recommended for CR&R to have a standby trash truck to service missed pickups on Saturdays. Ms. Guzman shared that CR&R services their commercial routes on Saturdays. She noted that she will discuss his recommendation with CR&R. Vice President Ooten stated that CR&R can use a smaller sized trash truck for missed pickups on Saturdays. Mr. Carroll inquired if the Committee wants District staff to share this information with the Board of Directors. Director Scheafer suggested that District staff holds off on sharing with the Board until the Committee receives more information from CR&R. The Committee discussed the issues that should be resolved by CR&R, which include displaying the District’s information on trash trucks, implementing another service route, updating old trash trucks, and receiving more data on service complaints. Vice President Ooten inquired about CR&R’s recycling reporting. Ms. Guzman stated that the District’s current recycling percentage is zero due to Governor Newsom’s stay-at-home order. She noted that prior to the order, the District’s recycling percentage was 61%, which is based on data from only one Solid Waste Ad Hoc Committee Minutes June 3, 2020 Page 4 of 5 month. She mentioned that the District is waiting on CalReycle to decide if the months during the COVID-19 pandemic will be voided for recycling reporting. Vice President Ooten discussed the 20 hours of public outreach that is to be performed by CR&R on the District’s behalf. Ms. Guzman stated that the position that is responsible for performing the 20 hours of public outreach is currently vacant. She shared that CR&R is conducting interviews to fill the position in June. She noted that CR&R has given the District an additional $19,000 for their Communications Support and Strategy contract in lieu of providing public outreach assistance. Vice President Ooten asked CAC Chair and District resident, Mike Carey, if the Orange Coast College (OCC) Recycling Center will be opening soon. Mr. Carey stated that OCC’s administration is performing a risk assessment for all departments. He noted that he is hoping that the OCC Recycling Center will be open in July. He shared that the price of cardboard has increased and that it might result in an increase in scavenging. 2. Subjects to Discuss at Future Meetings Mr. Carroll reviewed the subjects suggested in the staff report. Director Scheafer inquired about the biomass conversion project. He requested for CR&R to present more information and for the Committee to tour CR&R’s biomass facility. Vice President Ooten suggested for the Committee to connect with the City of Costa Mesa’s Energy and Sustainability Services Manager. CAC Vice Chair Katz discussed the District’s diversion rate and inquired about the District’s kickoff meeting with public relations firm, Tripepi Smith. Ms. Guzman stated that Tripepi Smith is currently working on their Express Communications Assessment report for the District. She noted that Tripepi Smith will be presenting the report to the Board in July and will begin working on District public outreach campaigns in August. Mr. Carroll stated that District staff will share the Express Communications Assessment report with the CAC at their next meeting in July. Vice President Ooten expressed congratulations to CAC Vice Chair Katz for being elected as the CAC Vice Chair. Solid Waste Ad Hoc Committee Minutes June 3, 2020 Page 5 of 5 The Committee held off on rescheduling their next meeting and discussed the District’s timeline for resuming normal meeting procedures. CAC Vice Chair Katz expressed recognition for the District’s management of online meetings. C. Closing Items 1. Adjournment – 8:38 A.M.