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Minutes - Board - 2020-11-10COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION NOVEMBER 10, 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), Kaitlin Tran (Finance Manager), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst 1), Edward Roberts (Code Enforcement Officer) Others present Mike Carey, CR&R Environmental Services, Citizens Advisory Committee Chair Jim Mosher, District resident Judith Gielow, Citizens Advisory Committee Member 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 COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 President Ferryman opened public comments. Ms. Middenway stated that the District did not receive any written comments and that no members of the public have requested to submit a public comment at this time. Hearing no public comments, President Ferryman closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. October 2020 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, Ed Roberts, presented report details. He reported seven proactive scavenging investigations located throughout the District's service area. He stated that there is an uptick in scavenging in the south and west region of the area. He noted that one investigation took place near District Headquarters. Director Scheafer discussed an individual who utilizes a shopping cart and scavenges for recycled materials on Peppertree Lane. He stated that he has witnessed the individual verbally accost members of the public. He thanked Mr. Roberts for defusing the situation described in the report. Mr. Roberts stated that he tries to de-escalate and engage with scavengers while keeping his distance. Vice President Ooten inquired if the resident is a male who frequently rides his bike in the alley behind Peppertree Lane. Mr. Roberts indicated that he is referring to a different individual. Mr. Roberts continued his report and stated that he issued 93 warning notices to residences throughout the District's service area. He noted that there is a neighborhood dispute on Swarthmore Lane, but it seems to be nearly resolved. He stated that he will monitor that situation over the next few months. Director Perry requested for Mr. Roberts to elaborate on the neighborhood dispute. Mr. Roberts stated that the dispute involves issues within the purview of the City of Costa Mesa's Code Enforcement. Secretary Schafer inquired about scavenging activity in the College Park neighborhood. Mr. Roberts discussed various scavenging activity in the area and the enforcement measures taken to address any issues. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 Vice President Ooten inquired if most of the scavengers are homeless. Mr. Roberts stated that there are a variety of scavengers but that most appear to be transient or homeless. He noted that there are some people scavenging to supplement their income. Vice President Ooten inquired if the scavengers are people who live in homeless shelters. Mr. Roberts stated that he is unsure and therefore unable to comment on that matter. He shared that there are items of value that are being scavenged. There was no further discussion, and the report was received. Action, Receive and File: 2. October 2020 Organics Tonnage Report Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, inquired if the Board still wants to review this report every month during Study Sessions. He suggested placing the report on the Consent Calendar for the monthly Board meetings. He noted that sometimes the data is not available in time for review at the Study Sessions. The Board expressed agreement with Mr. Carroll's suggestion to place the item on the Consent Calendar. Director Perry requested to have the CR&R representative available at the monthly Board meetings to discuss any CR&R-related topics. Mike Carey of CR&R Environmental Services agreed with the Board's direction and noted that he will attend their monthly Board meetings. There was no further discussion and the Board of Directors directed staff to place the Organics Tonnage Report on the Consent Calendar at future Board meetings. Action, Receive and File: 3. October 2020 Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file this report. Mr. Carroll stated that there is nothing to report since solid waste reporting has been temporarily delayed due to the COVID-19 pandemic. He recommended pausing this report for the time being and reassessing it after a waste characterization study is completed and CR&R's Material Recovery Facility (MRF) has reopened. Vice President Ooten stated that he prefers for the report to remain on the agenda so that the Board is aware of CR&R's progress with reopening its MRF. He COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 expressed agreement with placing the report on the Consent Calendar at future Board meetings. Director Perry stated that he agrees with placing the report on the Consent Calendar if the District has information to report. He inquired about the reopening of the Orange Coast College (OCC) Recycling Center. Management Analyst I, Nabila Guzman, stated that she has not heard from the OCC Recycling Center regarding their reopening. Mr. Carroll inquired about the reopening of CR&R's MRF. Ms. Guzman stated that CR&R's MRF reopened in late September. She shared that the District's waste is being processed but that CR&R and the District are utilizing an outdated waste characterization study. She noted that the District plans on conducting a new waste characterization study next spring after the District's current public outreach efforts are completed. She added that she is unsure how the COVID-19 pandemic will affect the District's ability to conduct a new waste characterization study. Vice President Ooten stated that he prefers for District staff to continue providing this report since it is short and easy to review. There was no further discussion and the Board of Directors directed staff to place the Solid Waste Diversion Report on the Consent Calendar at future Board meetings. Action, Discussion: 4. Review and Discussion on Force Main Air Release Valves Recommendation: That the Board of Directors provide direction to staff. Mr. Carroll provided report details. He stated that the District has had four sanitary sewer overflows (SSOs) related to issues with air release valves. He shared that the District has nine air release valves at six pump stations. He reported that District staff has analyzed all air release valves to determine if each valve can be removed, relocated or repaired with a diversion in place in case an SSO occurs. He stated that the air release valve inside the Mesa Bridge can be removed, and he shared that the District's Interim District Engineer, Michael Benesh, has prepared plans and the project will be going out to bid this week. He noted that the air release valve will be removed and the pipe will be capped off. He added that the project requires multiple pumper trucks to divert the wastewater. He stated that most of the work will be done late at night, which will be expensive. He discussed the air release valve on 21 st Street, which is in the middle of a bridge located above the 55 freeway. He noted that this air release valve cannot be removed, but that Mr. Benesh is working on plans for relocating it. He shared that District staff visited the air release valve at the Victoria pump station yesterday. He reported that District staff needs to perform additional analysis, but they think that the air release COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 valve can be relocated. He stated that all air release valves are inspected annually with an inspection taking place next month by Schuler Constructors. Director Perry inquired about the cost for Schuler Constructors to inspect one air release valve. Mr. Carroll stated that he is unsure about the cost for one inspection, but that it costs about $15,000 for all nine valves to be inspected. Director Perry inquired if the District should inspect their air release valves twice a year rather than once. Mr. Carroll stated that, according his research, one inspection per year is sufficient. Director Perry suggested inspecting the valves twice a year for reassurance. Mr. Carroll noted that he will discuss the matter with Mr. Benesh and Schuler Constructors. The Board discussed Director Perry's suggestion of having biannual inspections. Director Scheafer inquired about the requirements to remove or relocate a valve. Mr. Carroll stated that he will discuss that matter with Mr. Benesh, but that he thinks it has to do with flow and velocity. He noted that Mr. Benesh is not in attendance of today's meeting. Vice President Ooten stated that the air release valves are located in the high points of a force main because air travels upward. He noted that their location depends on how air gets trapped, which ultimately affects the flow in the pipe. Director Scheafer discussed preventing issues with air release valves in the future. Vice President Ooten expressed agreement with Director Scheafer but noted that these issues are sometimes impossible to prevent. Director Scheafer inquired about the attached photos in the report and noted that some of the valves appear to be in bad condition, especially the one located at South Coast Plaza. Mr. Carroll stated that some of the valves may be corroded, which is why they are inspected and replaced. The Board discussed the corrosion of the valves and drainage for potential sewage leaks. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 Director Scheafer commented that the South Coast Plaza valve appears to be under a piece of concrete. Vice President Ooten stated that the District inherited the South Coast Plaza valve and that he is unaware of who designed it. There was no further discussion, and the report was received. Action: 5. Smoke Test Results at OC Fairgrounds Recommendation: That the Board of Directors provide direction to staff. Mr. Carroll provided report details. He stated that the Mendoza tributary area was experiencing high inflow, which the District believed to be coming from the Orange County (OC) Fairgrounds. He added that the District found two illegal connections that were capped off. He reported that the District conducted a smoke test that identified an area of the OC Fairgrounds as a source of inflow. He noted that improvements are being made to this area. He stated that there are five known connections to the sewer system throughout the OC Fairgrounds and that officials report that these connections are plugged 24 hours in advance of a rain event. He shared that District staff visited the OC Fairgrounds on Friday and confirmed that the connections were plugged in advance of the rain event last weekend. He added that the area did not receive enough rain to calculate inflow. He noted that the District must inspect the area prior to rain events in the future. He added that the District is in good condition for the next significant rain event. Secretary Schafer stated that it is supposed to rain this coming Friday. Vice President Ooten stated that the area that Mr. Carroll highlighted used to be a military base. He shared that there are about 20 clean -out connections that need to be removed rather than capped. Director Scheafer stated that the clean -out connections need to remain for people who camp with a Recreational Vehicle (RV) in that area. He noted that the drains are used for the RVs. Vice President Ooten recommended investigating the locations of the RV connections. President Ferryman stated that the OC Fairgrounds is responsible for this area. Vice President Ooten suggested monitoring the Mendoza Pump Station to see if the flow is different than normal. Mr. Carroll confirmed that the District will monitor the area and note if there are any improvements. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 Vice President Ooten noted that the OC Fairgrounds has a storm drain project that is almost complete. Director Perry inquired if the District needs to consider the drainage from Costa Mesa High School. Mr. Carroll stated that if the Mendoza Pump Station is still experiencing high inflow, then the District will consider looking into Costa Mesa High School. Vice President Ooten stated that he thinks Costa Mesa High School is connected to the Orange County Sanitation District's (OCSD) sewer system. He added that he will check the sewer maps. He noted that Orange Coast College (OCC) should also be considered. Director Scheafer inquired about the Fairview Developmental Center. Mr. Carroll stated that the District has sent letters to the City of Costa Mesa indicating CMSD's interest in looking into the Fairview Developmental Center. He stated that the property belongs to the State of California. Vice President Ooten recommended contacting the State Water Resources Control Board and OCSD regarding that property. Director Scheafer stated that if the property is redeveloped, then the District will have some jurisdiction over that area. Secretary Schafer inquired if the District has been documenting their communications with the City and Fairview Developmental Center. Mr. Carroll confirmed that the District has documentation on that matter. There was no further discussion. Procedural: 1. Oral Communications and Director Comments Vice President Ooten shared that he has experienced issues with connecting to CR&R's phone system. He noted that it took him 2-3 phone calls to get through their phone prompts. He suggested addressing this matter on the District's website. President Ferryman suggested discussing the matter with CR&R. Vice President Ooten expressed agreement with President Ferryman and suggested creating a step-by-step process to show residents how to connect with CR&R. Mr. Carey inquired about the specific issue that Vice President Ooten experienced. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 Vice President Ooten stated that the representative who answered at CR&R was not helpful in connecting him to the correct department. He recommended for Mr. Carey to try calling. He noted that the process needs to be simplified to better help the customers. Mr. Carey stated that he will investigate the matter. Secretary Schafer shared that residents have called her in frustration because they cannot reach CR&R. She recommended having this item at a future Study Session to receive clarification. Vice President Ooten recommended having a list of proper questions to ask a CR&R representative once you are connected. Director Scheafer shared that constituents sometimes call Board members directly for help. He stated that he has received several calls over the last few weeks about Organics Recycling Carts not being fully emptied, which might be the result of too much moisture in the carts. He added that the residents who have called him live in the Halecrest area. Mr. Carey stated that, as a resident of the Halecrest area, he can attest that there are issues. Vice President Ooten stated that the District used to instruct customers to place newspaper at the bottom of their Organics Recycling Cart to prevent waste from sticking to the cart. He added that this tip should be readily accessible for all customers. Director Perry inquired about the collection of fats, oils and grease (FOG) at District Headquarters. Mr. Carroll stated that FOG collection will start on November 30, 2020. He discussed the details of the collection process. He noted that it is a temporary collection site until the OCC Recycling Center reopens. Secretary Schafer asked how the District is publicizing this information. Mr. Carroll stated that it has been shared on the District's social media platforms. Ms. Middenway shared that the information has also been shared with the District's GoGov and email subscribers. Vice President Ooten recommended publicizing the information in the newspaper. Secretary Schafer recommended sharing it with the Daily Pilot newspaper. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 Ms. Middenway noted that she will research their suggestions. Director Scheafer and Director Perry commented that they re -shared the District's fats, oils and grease (FOG) post on Facebook. Secretary Schafer suggested sharing this information at the next Costa Mesa City Council meeting. Director Perry shared that there is a City Council meeting on November 17, 2020. Mr. Carroll stated that City staff has not been responsive to requests to share District information. Vice President Ooten recommended contacting Dane Bora at the City of Costa Mesa directly. He requested for District staff to send the information to the Board members so that they can share it with City staff. Director Perry recommended having District staff share this information during the public comments section of a City Council meeting. Director Scheafer stated that, on behalf of his father, he would like to wish a happy birthday to the Marine Corps. Additionally, he congratulated President Ferryman and Director Perry on their recent campaigns. He expressed appreciation and admiration of President Ferryman and his career in public service. He thanked President Ferryman for everything he has done for the City and its residents. Vice President Ooten expressed appreciation to President Ferryman and shared his work experiences with him. He noted that President Ferryman has been a mentor and an asset. Director Perry expressed agreement with Director Scheafer and Vice President Ooten's statements. Secretary Schafer expressed appreciation and support for President Ferryman as a friend and colleague. Director Perry commented that President Ferryman has done tremendous work for the City of Costa Mesa. He noted that President Ferryman will be greatly missed at the District. President Ferryman thanked his fellow Board members and noted that together they have improved the performance of the District. He stated that it has been an honor serving on the Board. There was no further discussion. Procedural: 2. Adjournment COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2020 President Ferryman adjourned the meeting at 10:20 A.M. Arlene Sc r qAq,rNe,t,— ' James Ferryman