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Wednesday, January 13, 2021
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING JANUARY 13, 2021 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 - 818 3253 2858
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 818 3253 2858#
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
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).
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B. ITEM
1. Approve the Citizens Advisory Committee Meeting Minutes of November 18, 2020
2. Sewer System Management Plan (SSMP) Self Audit
3. Amendments to the Sewer System Management Plan
4. CMSD Sustainability Checklist for Businesses
C. CLOSING ITEMS
1. Committee Member & Staff Comments
2. Adjournment
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Wednesday, January 13, 2021
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING JANUARY 13, 2021 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 - 818 3253 2858
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 818 3253 2858#
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
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type
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A. OPENING ITEMS
Member PositionTerm
Elodie Katz Chair 2019-2021
Daniel Baume Member 2020-2022
Adam C. Ereth 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 Jan 13, 2021 - 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 Jan 13, 2021 - 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: January 13, 2021
Subject: Approve the Citizens Advisory Committee Meeting Minutes of November 18, 2020
Summary
The recorded minutes of the November 18, 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 November 18, 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 January 13, 2021 Citizens Advisory
Committee Meeting, held via teleconference. The agenda is 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_11_18_cac.pdf (193 KB)
Workflow
Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of November 18,
2020
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Action, Minutes
Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented.
Workflow Jan 5, 2021 11:13 AM :: Submitted by Gina Terraneo. Routed to Scott Carroll for approval.
Jan 7, 2021 4:28 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:42 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: January 13, 2021
Subject: Sewer System Management Plan (SSMP) Self Audit
Summary
Per the Statewide General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems (State Water Resources Control
Board No. 2006-003-DWQ), the District developed and implemented a comprehensive Sewer System Management Plan (SSMP),
with the primary objective of reducing and preventing Sanitary Sewer Overflows (SSO’s). A key requirement of the SSMP is that
every two years routine internal audits be performed to evaluate the effectiveness of the SSMP as well as the District’s compliance
with the SSMP elements. EEC Environmental has completed the 2020 audit and is ready to present their findings to the Board.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
The last self-audit was performed in March 2018 and the findings were presented to the Board on March 25, 2018. In September
2020, staff solicited proposals for conducting an internal audit of the District’s SSMP. The following firms responded to the Districts
RFP:
1. Environmental Engineering Consulting Services (EEC)
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. CMSD entered into an agreement with EEC
Environmental to perform the 2020 self-audit of the District’s SSMP.
Based on the 2020 SSMP audit, EEC Environmental identified five recommended corrective actions and nine recommended
enhancements, which are described below:
Recommended Corrective Actions
1. Update the SSMP and supporting documents to reflect the District's current organizational structure.
2. Reevaluate the system-wide cleaning frequency to identify the necessary actions for the District to meet the sewer system cleaning
commitment.
3. Create SSO Emergency Response Plans for the four remaining pump stations.
4. Update the SSMP to accurately reflect the Master Plan status and capacity assurance studies.
5. Address all nonconformances identified in the 2018 SSMP Audit.
Recommended Enhancements
1. Consider adding measurable goals to quantify the effectiveness of the SSMP.
2. Update the SSMP to reflect new rehabilitation projects planned for the next two fiscal years 2020/2021 and 2021/2022.
3. Identify or provide additional training opportunities for District Staff on key topics.
4. Update standards to include new technologies.
5. Conduct emergency bypass training at selected "high risk" pump stations.
6. Conduct periodic SSO simulation training at the District Yard.
Subject 2. Sewer System Management Plan (SSMP) Self Audit
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Action, Receive and File
Recommended Action That the Citizens Advisory Committee receive and file this report
Goals 1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.0 Sewer Infrastructure
1.4 Sewer Infrastructure - Audit and update the Sewer System Management Plan
(SSMP)
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7. Standardize the term for Hot Spots throughout the SSMP.
8. Develop a standard operating procedure for plan review and interactions with the City of Costa Mesa.
9. Continue residential education program, particularly for those areas associated with enhanced maintenance locations.
Overall, CMSD has developed a comprehensive SSMP in compliance with the State WDR. EEC Environmental staff will be giving a
brief PowerPoint presentation to the CAC regarding their findings in the 2020 self-audit. Attached is the 2020 SSMP audit report.
Legal Review
Not Applicable.
Environmental Review
Preparation of a self-audit 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
The contract to perform the Sewer System Management Plan Internal Audit by EEC Environmental for $11,500 was included in the
FY 2020-21 adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the January 13, 2021 Citizen Advisory
Committee meeting at District Headquarters and on District website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
CMSD SSMP Audit Report - 1-6-2021.pdf (1,808 KB)
SSMP Presentation.pdf (556 KB)
Workflow
Workflow Jan 6, 2021 5:47 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Jan 6, 2021 6:09 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Jan 7, 2021 4:34 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:42 PM :: Final approval by Noelani Middenway
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: January 13, 2021
Subject: Amendments to the Sewer System Management Plan
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 Citizen Advisory Committee recommends the Board of Directors approve the amendments and recertification of the Sewer
System Management Plan
Analysis
On September 9, 2020, a draft amended SSMP was submitted to the Citizens Advisory Committee for review and comments. The
CAC was also informed that staff will be soliciting proposals from private consulting firms to perform an audit of the SSMP to
determine the effectiveness of the Plan.
After soliciting and receiving proposals from qualified firms, the District hired EEC Environmental because their cost was the lowest
and the firm has demonstrated past experience performing SSMP audits. From November through December 2020 EEC performed
its audit and presented their findings at tonight's meeting.
Since the draft amended SSMP was presented to the CAC, staff has made additional amendments to the Plan in response to the
audit's corrective action and recommended enhancements. The additional amendments include:
1. Measurable goals to quantify the effectiveness of the SSMP. The additional goals that were added to the SSMP include:
Number of SSO's per 100 miles is below the number of SSO's per 100 miles statewide
Percent of sewage gallons spilled reached surface water is below percent of sewage gallons spilled reached surface
water statewide
SSO response time is within one hour
Complete 140 training hours annually for the entire wastewater staff.
2. Reevaluate the system-wide cleaning frequency to meet the District's sewer system cleaning commitment.
3. Identified additional training opportunities for District staff.
4. Standardized the term for Hot Spots as "Enhanced Maintenance Areas" throughout the SSMP.
5. Accurately reflect the Sewer Master Plan status and capacity assurance studies.
6. The Organization Chart will accurately represent District staffing after the District Engineer is on board, which should occur at
the end of January.
7. The Emergency Response Plan for the four pump stations are currently being developed.
The audit findings and SSMP amendments were presented to the Board on January 12, 2021. On January 25, 2021 the Board of
Directors will consider approving the amendments and recertifying the SSMP.
Legal Review
Not applicable
Subject 3. Amendments to the Sewer System Management Plan
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Action
Recommended Action That the Citizen Advisory Committee recommends the Board of Directors approve the
amendments and recertification of the Sewer System Management Plan
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
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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
The District did not incur any cost for revising the SSMP because all revisions were performed internally by staff.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the January 13, 2021 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.
File Attachments
SSMP 2021 Strikethrough Revisions.pdf (1,621 KB)
SSMP 2021 Final.pdf (1,485 KB)
SSMP Appendix 1.pdf (2,494 KB)
Workflow
Workflow Jan 7, 2021 4:28 PM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:42 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: January 13, 2021
Subject: CMSD Sustainability Checklist for Businesses
Summary
The Costa Mesa Sanitary District adopted the 2020-2025 Strategic Plan that includes strategies to reach the District's main objectives
over the next five years. One of the Strategic Elements is partnerships, to cultivate and maintain collaborative relationships with other
organizations to achieve desired goals and outcomes. District staff planned on developing a sustainability checklist to highlight eco-
friendly businesses but efforts have been placed on hold because of the COVID-19 pandemic.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
The first strategy under the Partnership element in the 2020-2025 Strategic Plan is, 4.1 Build Relationships with local agencies, small
businesses, and non-profit agencies to promote sustainable practices. The goal is to work with other organizations to promote an
awareness of sustainable practices that will encourage a shift in behavior and daily practices to focus on protecting the environment
and the public's health. To achieve this, District staff will be creating and implementing a sustainability checklist for businesses. Those
who qualify can be highlighted through the District's outreach channels.
These efforts have been placed on hold due to the ongoing COVID-19 pandemic. Currently, the business community is dealing with
many restrictions that launching a program at this time would be difficult. The creation of this program has been placed on hold until
January 2022, at that time staff hopes to have a better idea of what the new normal may look like and how to ensure this program is
successful. Staff is requesting that the Citizens Advisory Committee discuss what this sustainability for businesses checklist can look
like and recommend at least three checklist items.
Legal Review
Not Applicable.
Environmental Review
Preparation of a sustainability checklist for businesses 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
Costs for creating and implementing a sustainable checklist for businesses are unknown at the moment and were not included in the
fiscal year 20-21 budget.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the January 13, 2021 Citizen Advisory
Committee meeting at District Headquarters and on District website.
Alternative Actions
Refer item back to staff with further instructions.
Subject 4. CMSD Sustainability Checklist for Businesses
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Action
Recommended Action That the Citizens Advisory Committee receive and file this report.
Goals 4.1 Partnerships - Build relationships with local agencies, small businesses, and non-
profit agencies to promote sustainable practices
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Workflow
Workflow Jan 6, 2021 6:33 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Jan 7, 2021 4:15 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Jan 7, 2021 4:36 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:42 PM :: Final approval by Noelani Middenway
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C. CLOSING ITEMS
Subject 1. Committee Member & Staff Comments
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Procedural
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C. CLOSING ITEMS
The next Citizens Advisory Committee Meeting is scheduled for Wednesday, March 10, 2021 at 6:00 p.m. via teleconference.
Subject 2. Adjournment
Meeting Jan 13, 2021 - Citizens Advisory Committee
Type Procedural