Loading...
Minutes - Board - 2021-05-11COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MAY 11, 2021 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, Mike Scheafer Members absent Brett Eckles Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Mark Esquer (District Engineer), Gina Terraneo (Management Analyst II), Lieu Tran (Accountant), Edward Roberts (Code Enforcement Officer) Others present Mike Carey, CR&R Representative Judith Gielow, Citizens Advisory Committee Member and District resident Jim Mosher, District resident Meeting called to order at 9:31 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 Ooten called the meeting to order at 9:31 A.M. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 District Clerk and Public Information Officer, Noelani Middenway, noted that President Ooten, Vice President Scheafer, Secretary Schafer, and Director Perry were present at this time while Director Eckles was not present. B. PUBLIC COMMENTS Procedural: 1. Public Comments President Ooten opened public comments. Citizens Advisory Committee (CAC) Member, Judith Gielow, discussed the District's fees for solid waste services. She shared that last week she did not place her trash carts out for service but still paid for the service. She added that she takes her cardboard, plastics, and recyclable bottles to the Orange Coast College (OCC) Recycling Center. She noted that her neighborhood produces less waste than customers with bigger households. She inquired about taking these considerations into account when discussing solid waste rate increases. President Ooten stated that the District receives recycling credit for items that are taken to the OCC Recycling Center. He thanked CAC Member Gielow for her public comments. District resident, Jim Mosher, stated that the District's website says that District Headquarters are still closed to the public. He inquired if the District will be reopening since the COVID-19 vaccine is now widely available to the public. General Manager, Scott Carroll, shared that the District plans to re -open on June 21, 2021. He stated that the District has put certain procedures into place to protect staff. He noted that the front doors will be locked at District Headquarters, but that District staff will let members of the public inside as long as they are wearing a face mask. He added that District staff will be required to wear a face mask and practice social distancing of at least three feet. Hearing no additional public comments, President Ooten closed public comments. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 C. ITEMS OF STUDY Action, Receive and File: 1. Receive and File April 2021 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and files this report. Code Enforcement Officer, Edward Roberts, presented the April 2021 Code Enforcement Officer report. He reviewed the locations of scavenging activity and referenced the map in the staff report. Director Perry inquired about a scavenging complaint on Peppertree Lane. Mr. Roberts stated that most customers of Peppertree Lane have placed padlocks on their trash carts or have built an enclosure around their trash carts to prevent scavenging. He added that, because street parking is limited, trash carts are sometimes placed in the alleyway. He noted that his enforcement efforts include educating offenders about the District's Operations Code. Vice President Scheafer commented that the City of Costa Mesa has mandated trash enclosures for the properties on Peppertree Lane. He noted that most of the residents in that area are renters who are not aware of the District's scavenging policies. Mr. Roberts continued his report and noted that 105 notices of trash carts in public view were issued. He stated that he issued zero citations, but knocked on a few doors to speak with some customers who received notices. He reported effective compliance after issuing a first or second violation notice. He noted that many customers utilize their trash carts to block or save street parking spots. Director Perry asked him how he contacts the customers that use their trash carts to block street parking. Mr. Roberts stated that he knocks on their door and speaks with them directly. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 Director Perry inquired if the District should have a door hanger that addresses this issue. Mr. Roberts stated that he affixes door hangers to the trash carts and reverses the cart to face forward for better visibility. He added that he does a door knock and keeps his distance once a customer opens the door. Director Perry asked if he notices this issue more predominately on the west side of the District's service area. Mr. Roberts stated that this issue occurs all throughout the District's service area. He noted that it is more frequent in densely populated areas with apartment buildings. Secretary Schafer inquired if there are any issues within the College Park neighborhood. Mr. Roberts reported no issues within that area. He noted that there are some issues in the mobile park area, but nothing too severe. President Ooten requested for a few sentences to be added to the staff report regarding the District's scavenging policy and trash cart placement policy to better explain the Code Enforcement Officer's duties. There was no further discussion, and the report was received. Action: 2. Consider appointing one member to the Citizens Advisory Committee to fill the vacant two-year term ending March 2022 Recommendation: That the Board of Directors appoints one member to the Citizens Advisory Committee to fill one vacancy for the one-year term ending March 2022. President Ooten introduced the item and asked the Board members for recommendations. Vice President Scheafer stated that, based on the applications, he was impressed with CAC applicant Mike Corcoran's credentials. He added that Mr. Corcoran seems to have relevant experience and recommended his appointment to the CAC. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 Director Perry asked which District division Mr. Corcoran resides in. Ms. Middenway stated that he lives in District 3 and CAC applicant, Boris Gresely, lives in District S. She discussed the current number of CAC members in each district. She noted that there are currently 2 CAC members that represent District 5 and 1 that represents District 3. President Ooten asked which District division he resides in. Ms. Middenway stated that President Ooten lives in District 5. Director Perry expressed support for Vice President Scheafer's recommendation. He commented that Mr. Corcoran's application is impressive. Motion: To appoint Mike Corcoran to the Citizens Advisory Committee to fill one vacancy for the one-year term ending March 2022. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 4-0-1 Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer Not present: Brett Eckles There was no further discussion. Action, Discussion: 3. Watch Video Segment of 2021 Virtual Citizens Environmental Protection Academy regarding SB 1383 - California's Short - Lived Climate Pollutant Reduction Strategy Recommendation: That the Board of Directors watches the video segment of CEPA regarding SB 1383 and provide direction to staff. President Ooten introduced the item and discussed the importance of Senate Bill (SB) 1383. He opened the item to public comments. Mr. Mosher noted that, in the video, the City of Costa Mesa's solid waste consultant, Mike Balliet, states that organic waste includes paper. He inquired about the goals for Costa Mesa and Newport Beach. He asked if the District knows what fraction of the organic waste stream in Costa Mesa and Newport Beach is coming from the District's ratepayers as opposed to commercial properties. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 President Ooten closed public comments and proceeded to play the video. The Board watched the video segment of CEPA regarding SB 1383 and the City of Costa Mesa's responsibility to implement a program for organic waste collection, educate the public on opportunities to recycle organic waste and donate food, monitor compliance and conduct enforcement. The video discussed the District's two -cart system and the possibility of transitioning to a three -cart system. Director Perry asked if the District's two -cart system is adequate to meet the SB 1383 requirements. Mr. Carroll stated that the District is still determining if they will need to transition from a two -cart system to a three -cart system. He added that the District's customers approve of the two -cart system because it is easier to manage and requires less curb and storage space. He noted that if the District transitions to a three -cart system, then the process will require a significant amount of education and public outreach. He stated that this topic will be brought back to the Board for further discussion. Secretary Schafer asked about the City of Costa Mesa's efforts to inform the public about the SB 1383 requirements. Mr. Carroll stated that the District plans to collaborate with the City to ensure that both agencies' messaging regarding SB 1383 is consistent and standardized. He added that the District's Management Analyst I, Nabila Guzman, has been working with the City's Energy and Sustainability Services Manager, Salem Afeworki, on this issue. Director Perry asked if the District is represented at the City's Sustainability Committee meetings. Mr. Carroll noted that he will contact the City regarding their Sustainability Committee. Vice President Scheafer expressed recognition for the District's Organics Recycling Program. He stated that it is the City's responsibility to inform the main contributors of organic waste, such as restaurants, hotels, and COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 119 2021 supermarkets. He expressed support for Director Perry's suggestion of joining the City's Sustainability Committee. President Ooten shared that he recently met with Ms. Afeworki and Mr. Balliet. He stated that, by the end of 2021, the City will issue an ordinance outlining the requirements of SB 1383. He expressed support for the District collaborating with the City to manage this issue. He discussed the importance of educating the public on how to dispose of organic waste. Secretary Schafer recommended for the District's Board to meet with the Costa Mesa City Council to discuss SB 1383. Director Perry asked where commercial organic waste will be processed. President Ooten stated that there are more materials recovery facilities (MRFs) operated by other waste haulers. He stated that some other waste haulers also use CR&R's facilities. He noted that the requirements of SB 1383 will be expensive for the City to implement. He added that an ordinance regarding SB 1383 regulations will be presented to the Costa Mesa City Council by the end of this year. He suggested that the State regulators might impose fines on a city as a means of enforcement. He expressed the importance of helping the City implement a program and contribute to their compliance efforts. Director Perry expressed support for President Ooten's comments. President Ooten reviewed Mr. Mosher's comments on the item. Mr. Mosher stated that the 20 million tons of organic waste that was mentioned in the video is referring to the statewide recycling goal. He noted that the District needs to know the total tonnage that the City of Costa Mesa is required to reduce by 75%. He added that the District can compare that data to its monthly reports on organic waste collection and recycling. President Ooten closed public comments. He commented that Mr. Balliet is the most important source of information on this topic. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 119 2021 Secretary Schafer commented that she is concerned about the possibility of switching to a three -cart system. She noted that many District customers do not have enough space for a third cart. President Ooten stated that the Board recommends that the District improves its collaboration with the City and that District staff must educate the Board on the District's requirements and how the District can help the City. There was no further discussion. Action, Discussion: 4. CR&R Environmental Services Request for an Annual Rate Adjustment for FY 2021-2023 Recommendation: That the Board of Directors considers denying CR&R's request for an annual rate adjustment for FY 2021-2023. Mr. Carroll stated that CR&R has requested to pull this item and discuss the items presented in the staff report with District staff. He recommended pulling this item and placing it on the June Study Session after District staff meets with CR&R. Vice President Scheafer asked if District Treasurer, Marc Davis, has met with CR&R. Mr. Carroll confirmed that Mr. Davis has met with CR&R. President Ooten opened the item to public comments. Mr. Mosher commented that the spreadsheet in the staff report shows that Newport Beach residents are not charged for trash collection. He stated that Newport Beach residents are charged a fee that represents the differential between the costs for recycling and landfilling. He added that he is seeking clarification regarding the staff report's attachments. President Ooten closed public comments. He stated that the Board concurs that District staff needs more time to discuss this item with CR&R. There was no further discussion, and Item C4 was pulled from the agenda. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 11, 2021 Action, Discussion: S. Review and Discuss CMSD Condition Assessment Criteria for Replacing/Rehabilitating Sewer Force Mains Recommendation: That the Board of Directors receives and files this report. President Ooten stated that this item is a continuing discussion regarding the assessment criteria for replacing and rehabilitating sewer force mains. Mr. Carroll provided report details. He stated that the District has been very proactive in replacing and rehabilitating sewer force mains. He noted that a sewer force main is a pressurized pipe that pushes wastewater through low lying areas of the system that prevent wastewater from flowing with gravity. He added that sewer force mains must be replaced or rehabilitated before they reach the end of their useful life. He reported that the District has 4.8 miles of sewer force mains from 20 lift stations. He shared that 9 sewer force mains have been replaced in the last 10 years with 2 projects currently in progress. He reviewed the assessment criteria to evaluate sewer force mains. He discussed the technologies that can be used to determine the state of sewer force mains. He discussed the District's efforts to rehabilitate the Santa Ana Avenue force main. He noted that the District has identified several sewer force mains that must be replaced by 2025. He added that, by 2025, the District will have rehabilitated about 90% of their force mains. The Board expressed recognition for the staff report. There was no further discussion, and the report was received. Procedural: 1. Oral Communications and Director Comments Vice President Scheafer requested a brief review of CR&R's incineration program at a future Study Session. Mr. Carroll stated that this item is included in the District's Strategic Plan. He added that District staff plans on presenting a report on that topic in the future. Vice President Scheafer stated that the District may have to reevaluate its division voting boundaries. He inquired if there is a timeline to review that process and if there are any legal requirements regarding redistricting. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 119 2021 Ms. Middenway stated that she will review that matter with the District Counsel and report back to the Board. President Ooten noted that the 2020 Census data will not be available until the end of this year. Discussion followed regarding the redistricting process. Secretary Schafer shared that the California Special District Association's (CSDA's) Executive Committee is currently accepting nominations for its open positions. She noted that the District will be receiving a ballot to record their vote. She requested that the ballot be completed by the May Board meeting. President Ooten stated that District staff is aware of CSDA's deadlines. There were no additional comments by the Board. Procedural: 2. Adjournment President Ooten adjourned the meeting at 10:34 A.M. Arlene Schafer Secretary a6lUc / &/1, t, ��- Bob Ooten President