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Minutes - Board - 2021-08-10COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 10, 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, Brett Eckles, Mike Scheafer Members absent Bob Ooten Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst I), Lieu Tran (Accountant), David Griffin (Facilities Maintenance Worker & Acting Code Enforcement Officer) Others present Julie Barreda, CR&R Mike Carey, CR&R Chip Monaco, CR&R Jim Mosher, District resident Dean Ruffridge, CR&R Meeting called to order at 8:00 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.) COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Vice President Scheafer called the meeting to order at 8:00 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that Vice President Scheafer, Secretary Schafer, Director Perry, and Director Eckles were present while President Ooten was not present at this time. B. PUBLIC COMMENTS Procedural: 1. Public Comments Vice President Scheafer opened public comments. Ms. Middenway noted that no members of the public requested to submit a public comment. Hearing no one requesting to comment, Vice President Scheafer closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. July 2021 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and files this report. Acting Code Enforcement Officer, David Griffin, presented report details. He discussed scavenging complaints and shared that his daily patrol begins at 6:30 a.m. He noted that the District's ordinances for scavenging and trash carts in public view are included in the report, as requested by President Ooten. He reported that 23 scavengers were detected in July 2021. He added that the report includes maps of each scavenging investigation. He discussed trash carts in public view and noted that 144 notices were issued. Director Perry asked if the same individual still scavenges on Peppertree Lane. Mr. Griffin confirmed that it is the same individual. He added that the offender has entered a detox center. He stated that many scavenging incidents involve senior citizens. He discussed issuing a flyer informing scavengers of local assistance programs. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Secretary Schafer inquired about the process for issuing warnings. Mr. Griffin stated that he approaches each situation with kindness and informs offenders of the District's ordinances. He added that if an offender continues to disobey, then the situation might be resolved by issuing a citation. He noted that most offenders are understanding of the District's regulations. Secretary Schafer suggested asking the City of Costa Mesa to include the District's information on their flyer. Mr. Griffin shared that he has reached out to the City's Code Enforcement Officer regarding their flyers. Vice President Scheafer discussed the alley on Royal Palm Drive. He stated that he witnesses the same offenders daily. Director Perry reiterated Secretary Schafer's suggestion. Director Eckles inquired if most of the scavengers are homeless and suggested contacting the Trellis street team for assistance. Mr. Griffin stated that he believes most offenders are homeless, but some are residents of Costa Mesa. Vice President Scheafer noted that General Manager, Scott Carroll, has requested to switch Item C2 with Item C3. There was no further discussion, and the report was received. Action, Discussion: 3. Missed Trash Collections Recommendation: That the Board of Directors discuss this item. Mr. Carroll presented report details. He described the recent increase in missed trash collections. He noted that communications have improved regarding truck breakdowns. He shared that District staff has been meeting monthly with CR&R to discuss CR&R's level of service and performance measurements. He introduced CR&R Environmental Services Regional Vice Presidents, Julie Barreda and Chip Monaco. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Ms. Barreda introduced herself to the Board and stated that she is the lead contract liaison for CR&R and the District. She shared that she resides in Costa Mesa. She reported that CR&R is still impacted by the COVID-19 pandemic and the resulting driver shortages. She noted that all industries are experiencing employee shortages and that CR&R has been interviewing applicants daily. She emphasized CR&R's commitment to communicating with the District. Secretary Schafer asked if CR&R is experiencing these problems with other jurisdictions they serve. Ms. Barreda confirmed that these problems are happening in their other service areas. She discussed the delays due to the 4th of July holiday schedule. Secretary Schafer asked if CR&R has additional staffing for absent drivers. Ms. Barreda stated that CR&R has relief drivers for trash routes. She shared that CR&R has several vacancies and does not have enough staff to fulfill every absence. She noted that CR&R will bring in drivers from other cities to cover for absent drivers. Director Eckles asked if complaints have increased due to the pandemic and how they are being tracked. Mr. Carroll stated that the District tracks CR&R's complaints as a performance measure. He noted that the number of complaints has doubled during the pandemic. Director Eckles stated that, at this point in the pandemic, CR&R's operations should have returned to normal. However, he noted that complaints continue to increase. Ms. Barreda stated that CR&R has learned many lessons from the pandemic. She reported that CR&R did not anticipate the increase in large item requests. She noted that there has been an increase in residential waste tonnages and a decrease in business waste due to people working from home. She stated that CR&R is adjusting to this change by hiring more residential drivers. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Mr. Monaco stated that CR&R was optimistic after the first year of the pandemic that operations would normalize but that has not happened. He shared that many drivers took time off after their vaccination shots due to state regulations. He reiterated that there is an employee shortage in every industry. He added that state laws and regulations resulting from the pandemic are impacting CR&R. Director Eckles stated that the Board is aware of the labor shortage. He asked if CR&R is referring to unscheduled leave for drivers. Mr. Monaco stated that he is referring to non -approved leave, like sick leave, rather than vacation or planned time off. Director Eckles inquired about COVID-19 testing. Mr. Monaco stated that CR&R is beyond testing now and focusing on vaccinations. He added that an employee can receive up to two weeks off after each vaccination shot. He noted that every waste hauler is currently struggling with staff shortages. Director Eckles asked CR&R to address backup drivers. Mr. Monaco stated that relief drivers are not familiar with the service areas, such as the necessary codes to enter gated areas and understanding unique properties. Director Eckles stated that the Board is responsible to its ratepayers. He asked how CR&R can help explain this issue to constituents. Mr. Monaco discussed the importance of communication. He stated that CR&R is open to transparency. He reported that CR&R is utilizing unique strategies to recruit talent. He requested for the District's customers to be patient while CR&R works on these issues. He discussed missed trash pickups and informed customers to leave their carts out for one more day. He stated that if CR&R is unable to service a customer, then they will inform District staff. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Director Eckles inquired about CR&R's additional plans to address the labor shortage. Mr. Monaco stated that CR&R is shifting its resources to try to utilize each resource to the fullest capacity. He shared that CR&R is paying its drivers overtime and maximizing each driver's capabilities. Secretary Schafer discussed the impact of leaving trash carts out for service on street sweeping days. Mr. Monaco acknowledged the issue of trash carts impacting street sweeping. He asked the Board to help manage their constituents' expectations. Secretary Schafer suggested including this information in the District's newsletter. Mr. Monaco expressed support for adding this information to the newsletter. Vice President Scheafer discussed customers who are experiencing multiple missed trash pickups. He shared that certain people are assuming that CR&R drivers are refusing to work due to their ability to make more money on unemployment. He noted that the District and CR&R have no control over people's assumptions. He expressed recognition for CR&R drivers and their commitment to service. He stated that he noticed multiple carts in his neighborhood that were placed incorrectly after being serviced. He also noted that there were many Organics Recycling Carts with their lids left open after being serviced. Mr. Monaco expressed appreciation for Vice President Scheafer's compliments. He stated that CR&R has very high standards for trash service. He proposed that a relief driver may have serviced his street recently. He encouraged customers to call him or Ms. Barreda directly to resolve these issues. Vice President Scheafer discussed the importance of communication and shared that the District receives negative and positive feedback from the public about CR&R. He discussed videos that feature CR&R drivers. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Director Eckles discussed Christmas Tree pickups. He suggested having a plan to ensure that trees are picked up on time and for communicating the program to District customers. Ms. Barreda stated that CR&R will discuss their plan for Christmas Tree pickups at their September meeting with the District. District resident, Jim Mosher, stated that there was nothing on the agenda noting that this meeting was in -person. He added that it is more difficult to hear the speakers than previous Zoom meetings. He asked for people to speak into their microphones. He stated that sometimes trash carts are missed because they are placed too closely to a parked car. He inquired if drivers are required to move the cart so that it can be serviced without damaging the parked car. He noted that this requirement is in the City of Beach's contract with CR&R. Mr. Carroll stated that this requirement is not in the District's contract. He noted that he will address this issue at their next meeting with CR&R. Vice President Scheafer stated that, from a safety standpoint, he is surprised that this requirement is in Newport Beach's contract. Mr. Carroll shared that he has discussed this topic with the City of Costa Mesa and that they are working on a plan to discourage residents from parking next to trash carts. He added that the Code Enforcement Officer will be inspecting areas where this issue is prevalent. Vice President Scheafer discussed the possible outcomes of having drivers exit their vehicle to pick up trash. There was no further discussion. Action, Receive and File: 2. Review of Solid Waste Ad Hoc Committee Held on July 22, 2021 Recommendation: That the Board of Directors receives and files this report. Mr. Carroll presented report details. He stated that the Committee discussed Senate Bill (SB) 1383. He noted that prior to the Committee meeting, the District entered into an agreement with Mike Balliet for consulting services. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 He reported that cities are responsible for SB 1383 compliance and that the District must help them. He stated that the District must monitor the waste that is placed in the Organics Recycling Carts to prevent contamination and may need to issue warnings if customers are not disposing of their waste properly. He added that the State of California wants jurisdictions to enforce SB 1383 and that the District needs to determine which jurisdiction is responsible for issuing fines. He stated that the Committee discussed conducting bilingual public outreach and a strategic plan for SB 1383. He shared that the Committee received an SB 1383 presentation from Mr. Balliet, who will be spearheading the strategic plan. He noted that the plan will be presented to the Board and the Citizens Advisory Committee before implementation. Vice President Scheafer commented that SB 1383 compliance will be an onerous process. He noted that the District's Code Enforcement Officer currently works part-time, but the District may need a full time officer since that employee will be required to inspect the waste in trash carts. He expressed hesitation towards fining customers for noncompliance. He noted that the Committee will discuss recommendations for SB 1383. He discussed the importance of working with the City of Costa Mesa to ensure compliance with state regulations. Secretary Schafer discussed pet waste bags. She expressed support for issuing warnings before fines. Director Perry stated that green waste is also not permitted in the Mixed Waste Cart. Secretary Schafer discussed communicating with gardeners about disposing of green waste. Director Eckles expressed agreement with Vice President Scheafer. He noted that he would be very upset if he got fined because someone else put pet waste bags in his cart. He asked about gated complexes that do not have space for organic waste carts. Director Perry asked if the Orange Coast College (OCC) Recycling Center can be used as an organics dump site for all gardeners in the area. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Vice President Scheafer suggested using the City yard as a dump site for organic waste. Director Perry added that the waste could be picked up every day. He suggested having a Study Session for the Board to provide input on the Committee's discussions. Mr. Carroll distinguished between trash bins and trash carts. He noted that trash bins are dumpsters, which the District does not service. He added that the District only services trash carts. He stated that the District will review the City's ordinance regarding SB 1383 once it is ready and that the District will be mirroring the City's ordinance to reduce conflict and ambiguity. Ms. Barreda stated that CR&R is available to assist the District with SB 1383 compliance. She noted that the District and CR&R have two years to educate customers before fines are issued. Vice President Scheafer discussed lockable trash carts. Mr. Mosher commented that Mr. Balliet's presentation refers to 20 million tons of landfilled organics that need to be reduced to S million tons. He asked if the District has received information regarding the City's organic waste tonnages for comparison with the District's residential organic waste tonnages. He discussed the viability of the two -cart system. Vice President Scheafer stated that cardboard cannot be placed in the Organics Recycling Carts since that would be a contaminant. Mr. Carroll stated that District staff will respond to the Board and Mr. Mosher. He added that the District is still studying the three -cart system. He reported that the District will be conducting a Citizen Survey. He stated that cardboard and paper are not part of the District's Organics Recycling Program. He discussed the District's responsibility for educating the public. Vice President Scheafer discussed compostable materials. Director Perry asked if the City has an organics program. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 10, 2021 Mr. Carroll confirmed that they have an organics program for commercial waste. Director Perry expressed interest in reviewing their organic waste totals. There was no further discussion. Procedural: 1. Oral Communications and Director Comments Director Eckles thanked CR&R staff for attending the meeting. He expressed support for in -person meetings. Secretary Schafer thanked CR&R staff for attending the meeting. She commented that it is important for the District and CR&R to work together as a team. Vice President Scheafer thanked CR&R staff. He discussed Mr. Mosher's comment about not being informed that the Study Session was a hybrid meeting. He noted that the meeting format for the August Study Session was verbally announced on several occasions. Mr. Carroll stated that District staff will include information on how to join the meeting on the agenda. Director Eckles stated that the agenda should have stated that the meeting was hybrid. There were no additional comments by the Board. Procedural: 2. Adjournment Vice President Scheafer adjourned the meeting at 9:11 A.M. Arlene Schafer Secretary Bobwily � _W •• • President