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Wednesday, November 18, 2020
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING NOVEMBER 18, 2020 CITIZENS ADVISORY COMMITTEE
MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will
be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 895 1405 7359
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 895 1405 7359#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in writing for the Committee's
consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
***
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 Committee after the packet is prepared, a copy of that
writing may be obtained from the District Clerk's Office.
***
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. Call to Order
2. Roll Call
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3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be
extended for good cause by a majority vote of the committee).
B. ITEM
1. Approve the Citizens Advisory Committee Meeting Minutes of September 9, 2020
2. Overview of September 28 and October 26, 2020 Board of Directors Meetings
3. Door-to-Door Household Hazardous Waste (HHW) Collection Program
4. Large Item Collection Program
5. Internal Audit of District's Sewer System Management Plan (SSMP) Update
C. CLOSING ITEMS
1. Committee Member & Staff Comments
2. Adjournment
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Wednesday, November 18, 2020
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING NOVEMBER 18, 2020 CITIZENS ADVISORY COMMITTEE
MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will
be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 895 1405 7359
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 895 1405 7359#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in writing for the Committee's
consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
***
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 Committee after the packet is prepared, a copy of that
writing may be obtained from the District Clerk's Office.
***
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
Subject 1. Call to Order
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Meeting Nov 18, 2020 - Citizens Advisory Committee
Type
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A. OPENING ITEMS
Mike Carey Chair 2020-2022
Elodie Katz Vice Chair2019-2021
Daniel Baume Member 2020-2022
Dickie FernandezMember 2020-2022
Monte Fields Member 2019-2021
Seth Greiner Member 2020-2022
Judith Gielow Member 2019-2021
Sue Lester Member 2019-2021
Phil Marsh Member 2020-2022
Andrew Nielson Member 2020-2022
Judith Takaya Member 2019-2021
Subject 2. Roll Call
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Procedural
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A. OPENING ITEMS
Subject 3. Public Comments - Speakers will be limited to three minutes. The three
minutes per speaker time allotted may be extended for good cause by a majority
vote of the committee).
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Procedural
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: November 18, 2020
Subject: Approve the Citizens Advisory Committee Meeting Minutes of September 9, 2020
Summary
The recorded minutes of the September 9, 2020 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory
Committee for review and approval.
Analysis
Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on September 9, 2020.
Staff Recommendation
That the Citizens Advisory Committee approves the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of the California
Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency
while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has
adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 ”Projects” does not include …. C. Continuing
administrative or maintenance activities.”
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 November 18, 2020 Citizens Advisory
Committee Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2020_09_09_cac.pdf (170 KB)
Workflow
Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of September 9,
2020
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Action, Minutes
Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented.
Workflow Oct 15, 2020 12:06 PM :: Submitted by Gina Terraneo. Routed to Scott Carroll for
approval.
Nov 12, 2020 3:40 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Nov 12, 2020 3:46 PM :: Final approval by Noelani Middenway
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: November 18, 2020
Subject: Overview of September 28 and October 26, 2020 Board of Directors Meetings
Summary
The Board of Directors had their regular monthly meetings, via Zoom, on Monday, September 28 and October 26, 2020. The
following is a brief overview of the decisions made by the Board on September 28th and October 26th.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
SEPTEMBER 28, 2020 BOARD OF DIRECTORS MEETING
GENERAL MANAGER'S REPORTS
1.Consider Voting for One Candidate for President of the Independent Special Districts Orange County (ISDOC) Executive
Committee
The Independent Special Districts of Orange County (ISDOC) is a membership association that represents the interests and provides
advocacy on behalf of Orange County’s 25 independent special districts. ISDOC was formed more than 30 years ago to serve the
needs of Orange County’s water, wastewater, sanitary, cemetery, vector control, library, recreation and parks, and other districts that
provide specialized services within their communities. A seven-member executive committee guides the association and
membership meetings are held on a quarterly basis to provide a forum for its special district members to meet and discuss issues
and share information of mutual interest. On August 24, 2020, the Board of Directors passed Resolution No. 2020-932 endorsing
Secretary Arlene Schafer as 1st Vice President of the Executive Committee. Nominations for positions on the Executive Committee
closed on September 11, 2020. Secretary Schafer was the only nomination received for 1st Vice President, so she will automatically
fill the seat in January 2021.
2. Consider approving a budget adjustment for Fiscal Year 2020-21 to transfer $36,816 from the General Fund and transfer
in to the Solid Waste Fund.
Beginning with the fiscal year (FY) 2019-20 budget, the District created a General Fund to account for the unrestricted financial
resources of the general government. These unrestricted resources consist primarily of general property taxes and investment
earnings. The Orange County Tax Collector bills and collects the property taxes, which are then apportioned directly to the District
throughout the fiscal year. The District receives only a small percentage of the 1% basic levy for specific parcels within the District. A
County administrative fee for processing is deducted from the property taxes at the time of apportionment. The property taxes are
unrestricted revenues which had previously been recorded in the Solid Waste Fund for rate stabilization. The Board may direct staff
to transfer this revenue to the Solid Waste or Wastewater Fund through the budgetary process. If the District received more revenue
than the budgeted amount at fiscal year-end, staff will recommend the Board of Directors to transfer the revenue to either the Solid
Waste or the Wastewater Fund. It is the goal that all funds in the General Fund be transferred to other funds to serve as an additional
funding source for expenses.
Fiscal year 2019-20 is the first year the District budgeted and recorded the property tax revenues to the General Fund instead of the
Solid Waste Fund. The District budgeted $320,000 in property tax revenues for fiscal year 2019-20 and has received $355,542. The
General Fund also received $1,274 in investment earnings for the fiscal year. During the budget process, the Board of Directors
approved $270,000 to be transferred to the Solid Waste fund to continue to help stabilize rates, and $50,000 to the Wastewater fund
to contribute to the City of Costa for the Portable Restroom at the Bridge Shelter. These transfers were made during FY 2019-20. As
of June 30, 2020, the General Fund has a balance of $36,816. Staff recommends the Board of Directors direct staff to transfer
$36,816 from the General Fund to the Solid Waste Fund to continue to stabilize rates. The Board approved staff's recommendation.
Subject 2. Overview of September 28 and October 26, 2020 Board of Directors Meetings
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Discussion
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3. Consider approving the transfer out $109,000 from the Asset Management Fund, transfer in to the Wastewater Fund and
to appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair.
In May 2019 while staff was cleaning the Bristol siphon a hose became unable to be removed from the pipe. The General Manager
declared emergency work for two inverted siphon mainline pipes on Bristol Street. 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. On July 27, 2020, the Board of Directors approved transferring out $81,000 from the Asset Management
Fund to the Wastewater Fund and then appropriated $81,000 to CIP #332, Bristol Sewer Siphon Repair. Of this amount, $78,875
was for performing the repairs while $1,680 was for engineering services.
Performance Pipeline Technologies cleaned and removed mortar build up in each barrel of an 6”/ 8” siphon and line with CIPP lining
system at a cost of $78,875. Unfortunately, there is more concrete in the pipe than expected, which is taking more effort to remove.
As a result, Performance Pipeline Technologies has spent nearly $78,875 removing all the mortar from primary mainline, but mortar
remains in the secondary line and there is no money left to line both mainline. Performance Pipeline has submitted a revised
proposal requesting an additional $109,000 to remove remaining concrete from the secondary line and install a cured in place liner in
both mainline.
The Board of Directors approved transferring out $109,000 from the Asset Management Fund, transferred the money in to the
Wastewater Fund and appropriated $109,000 to CIP #332, Bristol Sewer Siphon Repair.
4. Consider approving Special Holiday Pay the Day Before Thanksgiving and Christmas
Historically, the District has revised its operational hours by closing at noon the day before Thanksgiving Day and Christmas Day in
order to give staff ample time for traveling during the busy holiday season. At the November 21, 2019 Board of Directors Regular
Meeting, the Board suggested the District close for the entire day before Thanksgiving and Christmas and directed staff to bring this
item back for consideration. The Board approved Special Holiday Pay the day before Thanksgiving and Christmas
OCTOBER 26, 2020 BOARD OF DIRECTORS MEETING
GENERAL MANAGER'S REPORTS
1.Receive and File the First Quarter Budget Review for FY 2020-21
This is a standard report submitted to the Board on a quarterly basis. Based on the limited spending trends through September 30,
2020, staff is projecting the Solid Waste Fund to have savings of $75,000 and the Wastewater Fund is projecting to meet the
budgeted amounts on June 30, 2021. However, that projections with only three months or less of activity as the basis should not be
relied upon. As the year progresses, these projections become more precise. As of September 30, 2020, a total of 24.4% of the
Solid Waste budget and a total of 23.8% of the Wastewater Fund’s operating budget for the 2019-20 fiscal year has been expended.
The Board of Directors received and filed this report.
2. Carryover Appropriations and Carryover Encumbrances from Fiscal Year 2019-20 to Fiscal Year 2020-21
All appropriations lapse at the end of each fiscal year, therefore it is necessary to request that certain unspent appropriations and
encumbrances for goods and/or services that have yet to be completed by fiscal year end be carried over into the subsequent fiscal
year. After the close of the prior fiscal year, the Board of Directors reviews and approves a list of appropriations and encumbrances
that are requested to be carryover in to the new fiscal year. Yhe Board of Directors approvef the re-appropriation of funds in the
Fiscal Year 2020-21 for the carryover items from the prior fiscal year as summarized as follows:
Solid Waste Fund: Carryover Appropriations $6,628, Encumbrances $35,245
Wastewater Fund: Carryover Appropriations $3,271,957, Encumbrances $88,011
The Board also approved a budget adjustment to transfer the remaining balance of Project Indus Phase 2 #321 in the amount
$24,691 to Project City MH Adjustment Program #309.
3. Receive and File January through September 2020 Performance Measurement Report
This is a standard report submitted to the Board on a quarterly basis. On November 29, 2018, the Board of Directors adopted
Administrative Regulations No. 70.00, Performance Measurement Program, which established methods and procedures for gathering
and analyzing organizational performance while at the same time collaborating towards continuous improvement of performance in
an open and transparent manner. The Board of Directors received and filed this report.
4. Receive and File 2020-25 Strategic Plan Quarterly Update - FY 2020-21 1st Quarter
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This is a standard report submitted to the Board on a quarterly basis. On June 22, 2020, the Board of Directors adopted the 2020-
2025 Strategic Plan, which is a plan that establishes goals, objectives, strategies and work plans for the next five years and will help
move the organization in a direction toward achieving its mission and vision. The Board reviewed the first quarterly update of the
new Plan that demonstrated the progress staff is making toward achieving the strategic goals. The Board of Directors received and
filed this report.
5. Approve the emergency services contract with American Integrated Services, Inc. and Request Budget Transfer $429,000
from Project #327 Calcium Removal Phase 1 to Project # 333 Elden Force Main Air Release Valve Removal
On October 2, 2020, the District experienced a sanitary sewer overflow (SSO) that occurred inside the Mesa Drive SR55 overpass
bridge. The SSO was caused by rags and debris clogging the air release valve to the Elden force main. Wastewater Air Release
Valves are designed to release accumulated air from a piping system while the system is in operation and under pressure. The air
release valve is on an annual inspection and flushing program in which the last time it was inspected and flushed was in December
2019. Furthermore, improvements were made to the air release valve and piping in 2018 that included a new pipe to the air release
valve and coating the valve to prevent rusting.
Staff estimates the spill volume to be 3,950 gallons in which 1,350 gallons of the total amount entered a Caltrans storm
drain. Because there is a sag in the storm drain and the drainage system is full of debris, grit and sludge, staff believes wastewater
from the SSO was captured inside the storm drain and did not enter the Delhi Channel. Caltrans agrees with staff's assessment.
The General Manager approved the proposal from American Integrated Services, Inc. to clean the storm drain by removing 4,700
feet of debris, grit and sludge at a cost of $78,508. In accordance to the District's Operations Code Section 4.04.120(a), the General
Manager determined the cleaning of Caltrans storm drain to be an emergency to public health and safety and authorized work to be
performed without the benefit of competitive bidding. In accordance with the Code, the Board receivrf this report at their successive
regular meeting stating the justification for the emergency work.
The total cost for the sampling and cleaning Caltrans storm drain is $89,632. This expenditure is not budgeted nor is the cost to
remove or replace the air release valve. Staff recommended transferring $429,000 from Project #327, Calcium Removal Phase 1 and
allocate the funds to pay for emergency services (sampling and cleanup) and for a new project, Project #333 Elden Force Main Air
Release Valve Removal. Robin Hamers & Associates are currently developing designs to remove calcium from the District's
collection system, but there is not a dire need to remove calcium right now, so Project #327 can be delayed a year or two. There is
however, a dire need to remove the Elden Force Main air release valve, which is why staff was seeking Board approval to transfer
and allocate funds.
The Board of Directors approved the emergency services contract with American Integrated Services, Inc. for $89,632 and approved
transferring $429,000 from Project #327 Calcium Removal Phase I to Project #333 Elden Force Main Air Release Valve Removal.
6. Project #318 President Pump Station Reconstruction - Approving Contract Administration & Inspection Services with
Robin B. Hamers & Associates, Inc.
At the Board's October 26 meeting, they were going to consider awarding a contract to reconstruct President Pump Station. If the
Board approved the construction contract then the General Manager will approve the contract administration, engineering and
inspection services proposal from Robin B. Hamers & Associates, Inc. Robin B. Hamers & Associates, Inc. (RBH) submitted a
proposal to perform contract administration, engineering and inspection services in the amount of $100,500. Industry standard for
contract administration, engineering and inspection services is ten percent of the construction cost. RBH proposal is below ten
percent, so the General Manager approved the proposal from RBH. According to the District's Operations Code, the General
Manager has authority to sign contracts of $125,000 or less.
ENGINEER'S REPORTS
1. Project #318 President Pump Station Reconstruction Bid Opening and Award of Contract
The President Pump Station Reconstruction Project was previously bid in 2018, however, the bids came in significantly above the
engineer’s estimate and exceeded the project budget. The Board rejected the bids and the project was re-designed with the intent of
lowering the cost to be within the project budget. The current project will construct a new submersible sewer pump station to replace
the existing wet well-dry well pump station, convert the existing station structure into an emergency storage vault, and install a
permanently mounted emergency diesel generator.. The low bid in 2018 was $1.947 million. The engineer’s estimate for the current
project is $1.570 million while the low bid is $1.626 million, about 3.5 percent over the engineer’s estimate, but within the budget for
the project.
Bids were opened on September 16, 2020 for the project. Five bids were received and the results are as follows:
GCI Construction, Inc. $1,626,100
Schuler Construction $1,757,073
Metro Builders $1,819,913
Pacific Hydrotech $1,865,900
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GRFCO Inc $1,827,000
The Board of Directors approved awarding a contract to the lowest responsive and responsible bidder, GCI Construction, Inc.,
in the amount of $1,626,100 and approved a contingency of 10% in the amount of $162,610.
TREASURER'S REPORTS
1. Approve the Investment Report for the Month of September 2020
This is a standard report where on a quarterly basis the District Treasurer presents the Investment Report to the Board of
Directors. This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were
purchased, maturity dates and interest rates as of September 30, 2020. The District’s investments are in compliance with the
Statement of Investment Policy adopted by the Board at the June 22, 2020 regular meeting, as well as the California Government
Code. The market values in this report were provided by our third party custodian, Pershing, LLC, except for the Local Agency
Investment Fund (LAIF). The market value of LAIF was provided by the State Treasurer’s Office. It does not represent the value of
the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw.
This reporting practice is consistent with industry standard practices for similar funds. The Board approved the Investment Report for
the month of September 2020.
ADJOURN TO CLOSED SESSION
1. Conference with Legal Counsel – Existing Litigation Paragraph (1) of subdivision (d) Section 54956.9 California River Watch v.
Costa Mesa Sanitary District, USDC No.: 8:20-cv-01702
When the Board reconvene to open session, President Ferryman said there was nothing to report to the public.
Legal Review
Not applicable.
Environmental Review
Receiving an overview of the Board of Directors September 28 and October 26, 2020 meetings 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 preparing this staff report.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the November 18, 2020 Citizens Advisory
Committee meeting at District Headquarters and on District’s website.
Alternative Action
1. Direct staff to report back with more information.
Workflow
Workflow Nov 12, 2020 3:40 PM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Nov 12, 2020 3:46 PM :: Final approval by Noelani Middenway
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: November 18, 2020
Subject: Door-to-Door Household Hazardous Waste (HHW) Collection Program
Summary
The District offers a free Door-to-Door Household Hazardous Waste (HHW) collection program for all solid waste service
customers. Solid Waste customers are eligible for three (3) complimentary pickups per year. There is a maximum limit of 15 gallons
or 125 lbs of HWW per collection. Staff is providing the Citizen Advisory Committee with an update on the program.
Staff Recommendation
That the Citizen Advisory Committee makes recommendations for increasing program participation by 5%.
Analysis
The Door-to-Door Household Hazardous Waste (HHW) collection program was first launched as a service exclusively for senior
citizens (62 years of age or older), immobile, and/or disabled individuals to dispose of their HHW materials without leaving their
homes. The District paid CR&R $98.00 per collection. Non-eligible residents were directed to take their HHW materials to any of the
permanent HHW facilities in Orange County or they could participate in CMSD/OC Waste and Recycling biennial HHW collection
program at Orange Coast College.
In 2018, the District negotiated into the new CR&R contract the expansion of the Door-to-Door HHW collection program to all solid
waste customers. It was also negotiated that this program would be included in the annual solid waste rate and offered at no
additional costs to residents or the District. The Door-to-Door HHW collection program works as follows:
1. District residents contact CR&R at (949) 646-4617, Monday through Friday from 8:00 a.m. to 5:00 p.m. to schedule a pickup.
2. CR&R will request the quantity and type of HHW materials to be collected.
3. CR&R will coordinate the pickup time and provide information on how to properly store and package the HHW materials.
4. On collection day, the District resident must place the bags or containers at a location in their home by 7:00 a.m. The District
resident does not need to be home for the items to be collected.
5. This program is offered free of charge to solid waste customers.
Household Hazardous Waste materials collected through this program include:
Electronic Waste: televisions, computer-related items, printers, copiers, cell phones, stereos, speakers, scanners, cables,
and other small appliances
Universal Waste: household batteries, fluorescent tubes/bulbs, mercury-containing/neon/high intensity discharge/metal
halide/sodium bulbs, mercury thermostats, electrical switches, pilot light sensors, mercury gauges, and emptied aerosol cans.
Cleaning Products: aerosols, bathroom cleaners, chlorine bleach, solvents, spot removers, oven cleaners, run and floor
cleaners, furniture polish, and drain cleaners.
Automobile Maintenance Products: car waxes, starting fluids, solvent cleaners, antifreeze, repair products, batteries, brake
fluid, motor oil, and gasoline.
Home Improvement Products: oil based stains and paints, liquid latex paint, caulking, varnish, paint thinners, chemical
strippers, contact cement fire extinguishers, kerosene, lighter fluid, and pool chemicals.
Personal Care Items: nail polish and remover, and hair color.
Pet Care Items: flea collars and sprays.
Lawn/Garden Care: weed and pest killers, insect repellents, insecticides, herbicides, fungicides, and other lawn chemicals.
Subject 3. Door-to-Door Household Hazardous Waste (HHW) Collection Program
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Action, Receive and File
Recommended Action That the Citizen Advisory Committee makes recommendations for increasing program
participation by 5%.
Goals 2.3 Solid Waste - Provide a convenient method of disposing Household Hazardous
Waste (HHW)
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Sharps: needles and syringes.
Below is a chart illustrating the total number of collections by fiscal year. In fiscal years 2012-13 through 2017-18, the number of total
collections were low because only senior citizens, immobile and/or disabled individuals were eligible for the program. Fiscal year
2018-19 was the first year of the new CR&R contract and a total of 489 pickups were completed. Fiscal year, 2019-2020
experienced a 29.44% increase in collections as this is due in part to increased staff efforts in promoting the program on the District
website, newsletter, social media and Costa Mesa Recreation Guide. Additionally, the District was awarded $5,000 from CalRecycle
for increased promotion of the program from 2019 through 2022. These funds will be used to boost social media posts advertising the
program, run weekend ads in the Daily Pilot and an ad in the Costa Mesa Recreation Guide.
The HHW collection program did see a 701% increase from fiscal year 2017-18 to 2018-19 but overall program participation remains
at 3%. District staff is requesting that the Citizens Advisory Committee develop recommendations to increase program participation
by 5% over the next year.
Legal Review
Not applicable.
Environmental Review
Consideration of the Household Hazardous Waste (HHW) Program 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
There is no added cost for the Door-to-Door Household Hazardous Waste Program. The cost is included in the annual rate of
$240.60 to solid waste customers.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the November 18, 2020 Citizens Advisory
Committee meeting at District Headquarters and on District’s website.
Alternative Action
1. Direct staff to report back with more information.
File Attachments
HHW Collections.png (6 KB)
Workflow
Workflow Nov 10, 2020 5:10 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Nov 12, 2020 3:42 PM :: Forced Approval by Scott Carroll as the document publisher.
11/12/2020 BoardDocs® Pro
https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#12/17
B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: November 18, 2020
Subject: Large Item Collection Program
Summary
The Costa Mesa Sanitary District offers solid waste customers a convenient curbside collection of large or bulky items at their home.
Solid Waste customers are eligible for three (3) complimentary pickups per year. There is a limit of 10 items per call or collections can
be combined for a total of 30 items per calendar year. Staff is providing the Citizen Advisory Committee with an update on the
program.
Staff Recommendation
That the Citizen Advisory Committee makes recommendations for increasing program participation by 5%.
Analysis
The large item collection program allows solid waste customers to dispose of large or bulky items in their home for free. Residents
are eligible for three (3) complimentary curbside pickups per year or 30 items per calendar year. The program works as follows:
1. District residents contact CR&R at (949) 646-4617, Monday through Friday from 8:00 a.m. to 5:00 p.m. to schedule a pickup.
2. CR&R will verify the quantity and type of large or bulky items to be collected.
3. CR&R coordinates the pickup time and provides information on where to place the materials.
4. On collection day, the District resident must place the items at the front of their house by 7:00 a.m. The District resident does
not need to be home for the items to be collected.
5. This program is offered free of charge to solid waste customers.
This program can be used to collect the following items, as long as they do not exceed 8 x 4 ft. or 150 lbs:
Furniture (chairs, sofas, mattresses, rugs, etc.)
Appliances (refrigerators, ranges, washers, dryers, water heaters, dishwashers, plumbing, small household appliances, and
other similar products known as "white goods")
Contained yard debris, green waste, and small pieces of wood limited to 1 cubic yard
Scrap metal (including, but not limited to aluminum, iron, stainless steel, and copper)
Clothing
Other similar items that are not specifically excluded below
The following items CANNOT be collected through this program:
Tires
Asphalt
Car bodies
Concrete
Building materials
Soil
Chemicals and hazardous waste
Items larger than 8 x 4 ft. or heavier than 150 lbs.
Below is a chart illustrating the total number of collections by fiscal year. The District considers this program successful because
there has been a steady increase in collections by fiscal year, but overall program participation is 23%. The program continues to be
advertised through the District website, social media and quarterly newsletter. District staff is requesting that the Citizens Advisory
Committee develop recommendations to increase program participation by 5% over the next year.
Subject 4. Large Item Collection Program
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Action, Receive and File
Recommended Action That the Citizen Advisory Committee makes recommendations for increasing program
participation by 5%.
11/12/2020 BoardDocs® Pro
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Legal Review
Not applicable.
Environmental Review
Consideration of the Large Item Collection Program 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
There is no added cost for the Large Item Collection Program. The cost is included in the annual rate of $240.60 for solid waste
residents.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the November 18, 2020 Citizens Advisory
Committee meeting at District Headquarters and on District’s website.
Alternative Action
1. Direct staff to report back with more information.
File Attachments
Large Item Collection.png (7 KB)
Workflow
Workflow Nov 10, 2020 5:10 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Nov 12, 2020 3:43 PM :: Forced Approval by Scott Carroll as the document publisher.
11/12/2020 BoardDocs® Pro
https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#14/17
B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: November 18, 2020
Subject: Internal Audit of District's Sewer System Management Plan (SSMP) Update
Summary
On May 2, 2006, the State Water Regional Control Board (SWRCB) adopted Order No. 2006-0003 (Order), Statewide General Waste
Discharge Requirements (WDR) for Sanitary Sewer Systems. This Order requires that owners of wastewater collection systems with
more than a mile of pipeline have in place a Sewer System Management Program (SSMP) to comply with the terms of this Order,
which is to reduce the number and severity of Sanitary Sewer Overflows (SSOs), to audit the program every two years, and revise
the SSMP every five years.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
According to your goals and objectives schedule for FY 2020-21 that was approved on July 15, 2020, tonight's meeting is a review of
the internal audit findings of the District's SSMP. However, the audit is not complete and therefore the findings will not be presented
at tonight's meeting. On Monday, September 21 the District solicited proposals for conducting an internal audit of the SSMP. The
following firms responded to the RFP:
1. EEC Environmental
2. Dudek
Both firms demonstrated experience in conducting SSMP audits for various other agencies, however, EEC’s proposal came in at
$11,500 which was significantly less expensive than Dudek’s proposal at $21,110. A contract was awarded to EEC Environmental
and a kickoff meeting was held last week. It is expected that it will take EEC 6-8 weeks to complete the audit and submit their
findings. EEC Environmental will present their findings to the CAC at your January 13, 2021 meeting. In addition, staff will bring
forward some significant changes made to the SSMP for comments and/or suggestions from CAC members.
Legal Review
Not applicable
Environmental Review
Preparing revisions of the District’s Sewer System Management Plan (SSMP) is an administrative matter, and administrative matters
are exempt under CEQA and the District’s CEQA Guidelines. The SSMP assists the District in providing comprehensive sewer
system management, including protection of the environment by eliminating sanitary sewer overflows.
Financial Review
There is $15,000 in the budget to perform the SSMP audit.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the November 18, 2020 Citizen Advisory
Committee meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
Subject 5. Internal Audit of District's Sewer System Management Plan (SSMP) Update
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Discussion
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.4 Sewer Infrastructure - Audit and update the Sewer System Management Plan
(SSMP)
11/12/2020 BoardDocs® Pro
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Workflow
Workflow Nov 10, 2020 6:31 PM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Nov 12, 2020 2:37 PM :: Final approval by Noelani Middenway
11/12/2020 BoardDocs® Pro
https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#16/17
C. CLOSING ITEMS
Subject 1. Committee Member & Staff Comments
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Procedural
11/12/2020 BoardDocs® Pro
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C. CLOSING ITEMS
The next Citizens Advisory Committee Meeting is scheduled for Wednesday, January 13, 2021 at 6:00 p.m. via teleconference.
Subject 2. Adjournment
Meeting Nov 18, 2020 - Citizens Advisory Committee
Type Procedural