Loading...
Minutes - CAC - 2021-03-10COSTA MESA SANITARY DISTRICT MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING MARCH 10, 2021 (TELECONFERENCE MEETING VIA ZOOM) 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. CAC Members present Daniel Baume, Adam Ereth, Dickie Fernandez, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Phil Marsh, Andrew Nielson, Judy Takaya CAC Members absent Monte Fields Board Members present Director Art Perry Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information Officer), Mark Esquer (District Engineer), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst 1) Others present None Meeting called to order at 6:01 p.m. A. OPENING ITEMS Procedural: 1. Call to Order CAC Chair Katz called the meeting to order at 6:01 p.m. Procedural: 2. Roll Call District Clerk & Public Information Officer, Noelani Middenway, conducted roll call. She noted that Citizens Advisory Committee (CAC) Members Baume, Gielow, Greiner, Katz, Lester, Nielson, and Takaya were present, while CAC Members Ereth, Fernandez, Fields, and Marsh were not present. CAC Member Fernandez COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 joined the meeting at 6:03 p.m. CAC Member Marsh joined the meeting at 6:14 p.m. CAC Member Ereth joined the meeting at 6:50 p.m. Procedural: 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. CAC Chair Katz opened public comments. Ms. Middenway stated that no written communications were received for the CAC to review. Hearing no members of the public wishing to speak, CAC Chair Katz closed public comments. B. ITEMS Action, Discussion: 1. Approve the Citizens Advisory Committee Meeting Minutes of January 13, 2021 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Katz presented the meeting minutes of January 13, 2021. She requested an edit on page six to clarify her statement regarding EEC Environmental. She clarified that she was pleased with EEC's transparency in mentioning that they administer the District's Fats, Oil, and Grease (FOG) Control Program in addition to auditing the Sewer System Management Plan. Motion: To approve the Citizens Advisory Committee Meeting Minutes of January 13, 2021 with CAC Chair Katz's correction. Motion by Sue Lester, second by Seth Greiner. Final Resolution: Motion carries 8-0-0-3 Ayes: Daniel Baume, Dickie Fernandez, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Andrew Nielson, Judy Takaya No: None Abstain: None Not Present: Adam Ereth, Monte Fields, Phil Marsh There was no further discussion. Action, Discussion: 2. Discuss Shredding and Cardboard Recycling Events for Consideration FY 2021-2022 and FY 2022-23 Recommendation: That the Citizens Advisory Committee provides comments and/or suggestions regarding proposed shredding and cardboard events. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 Management Analyst I, Nabila Guzman, presented report details. She discussed the feasibility of hosting a community shredding event and cardboard recycling event at Orange Coast College (OCC) during Fiscal Years 2021-2022 and 2022- 2023. She stated that District staff is proposing a four-hour shredding event conducted by Southern California Shredding, which would cost $100 per hour per shredding truck. She noted that the event would be six hours total, with one hour for set-up and one hour for clean-up. She noted that the event would require 20 event workers. She added that the District does not have enough staff members to host this event and would have to budget for the additional cost of 20 workers. She reviewed other related event costs. She stated that the overall estimated cost for a four-hour community shredding event is $11,000. Ms. Guzman discussed the cardboard recycling event, which would also be a four- hour event and require two cardboard roll -off bins for collection. She stated that this event would require an additional 17 workers, which the District is unable to provide. She reviewed other related event costs. She reported that the overall estimated cost for a four-hour cardboard recycling event is $13,000. She mentioned that District customers can utilize their Mixed Waste Carts for cardboard recycling. She noted that the cardboard will be added to the District's waste stream, and that the District will receive recycling and diversion credit for its disposal. She discussed other community options for cardboard recycling. She stated that District staff is requesting feedback and suggestions regarding these events from the CAC to share with the District's Board of Directors. CAC Member Greiner asked if the District would receive diversion credit for hosting the cardboard recycling event. Ms. Guzman confirmed that the cardboard collected at the event would be counted towards the District's waste diversion rate. She stated that the event may dissuade District solid waste customers from utilizing their Mixed Waste Cart for recycling. CAC Vice Chair Lester shared that she knows a local realtor who rents a shredding truck for $600 and conducts public shredding events. She inquired if it would be feasible for the District to sponsor a similar event at an offsite location that would not require as many additional workers. General Manager, Scott Carroll, stated that the District will research that type of event. CAC Vice Chair Lester stated that she could provide a neutral location for the event, which could be sponsored by the District. Mr. Carroll stated that if the District were to sponsor the event, then they may not need to provide staffing. He inquired if the realtor would share logistical information regarding past shredding events. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 .........------- CAC Vice Chair Lester confirmed that the realtor handles all aspects of their events. She shared that some participants drop off boxes of paper to be shredded, while others dump their paper directly into the shredding truck. She noted that the boxes that get left behind are broken down and recycled. She expressed her support for the event and offered to volunteer. She commented that the District can sponsor one or two shredding trucks and possibly offer this type of event every quarter or biannually. Mr. Carroll expressed support for CAC Vice Chair Lester's suggestions. He noted that there is a demand for a community shredding event. However, he stated that the District may not be able to sponsor a shredding event hosted by a realtor. CAC Vice Chair Lester clarified that she was not suggesting that the District sponsor a specific realtor. She recommended sponsoring a shredding event at an offsite location to lower the overall estimated cost. Mr. Carroll thanked CAC Vice Chair Lester for her feedback. CAC Chair Katz inquired if the District has considered partnering with the City of Costa Mesa so that all trash customers could participate in these events. Mr. Carroll stated that the District has not considered that option, but noted that District staff will reach out to the City. CAC Member Baume suggested having volunteers help with the event to reduce the number of additional paid workers. Mr. Carroll noted that there is liability involved with using volunteers for events, but he expressed support for researching the suggestion. CAC Chair Katz inquired if CR&R Environmental Services would be willing to help with the events. Mr. Carroll stated that, in the past, CR&R has provided staffing for District events, but that he is unsure as to how many workers they would be able to provide. Ms. Guzman stated that CR&R has only assisted with events that are listed in their contract with the District. She noted that the District has asked CR&R for staffing assistance, but CR&R is not willing to commit to an event at this time due to COVID-19 restrictions. She added that the District will continue to explore this option. CAC Chair Katz thanked Ms. Guzman for the report. She expressed support for a community shredding event. She recommended partnering with a local high school to attract students in need of community service hours. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 CAC Member Baume recommended partnering with a local charity like Save Our Youth, Power of One Foundation, or a local soup kitchen for volunteers. CAC Vice Chair Lester recommended co -sponsoring the event with the City and utilizing the City Hall parking lot as a location. She stated that there are a lot of local groups that can provide volunteers. She noted that by using the City's property, the District will not have to purchase extra insurance for the events. CAC Chair Nielson suggested implementing a permanent collection box for shredding materials at District Headquarters, similar to the District's American Flag Drop Box and Sharps Disposal Drop Box. He noted that the District could hire a reputable company to service the shredding drop box. He added that this type of program could increase the District's visibility in the community. Mr. Carroll thanked the CAC for their feedback. He noted that he will discuss these suggestions with the Board. There was no further discussion. Action, Discussion: 3. Discuss Public Outreach and Engagement of Hard -to -Reach Populations Recommendation: That the Citizens Advisory Committee makes at least two recommendations to enhance the District's public outreach and engagement of hard -to - reach segments of the population. Management Analyst II, Gina Terraneo, presented report details. She described the District's efforts to engage hard -to -reach populations, namely the Spanish- speaking community, which comprises about 29% of Costa Mesa's population. She shared that the District is in the process of renovating their current website. She noted that the new website will be launched in July 2021. She asked the CAC for suggestions on how to enhance the District's outreach to hard -to -each populations. CAC Chair Katz inquired about the percentage of District customers that are Spanish speaking. Ms. Terraneo stated that the District does not have that information. She added that she is unsure if the District has a way of identifying a customers' language preference, but that she will research the matter. CAC Chair Katz stated that she has noticed a streamlined translation of social media outreach. She inquired if the District has any metrics from its communications support and strategy consultant, Tripepi Smith, regarding the impact of their work. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 Ms. Terraneo stated that the District does not have metrics specifically related to Spanish-speaking customers, but that the District has experienced increases in social media followers and engagement. She noted that she will check with Tripepi Smith to find out if there is a method to collect metrics on Spanish speakers. CAC Chair Katz suggested handing out a bilingual flyer to students that participate in the District's Alkaline Battery Program that highlights District programs. Ms. Terraneo shared that all District flyers have been translated into Spanish. She noted that the District utilizes the Newport -Mesa Unified School District's (NMUSD) flyer distribution method, which requires all flyers to be bilingual. CAC Member Baume stated that, during the 2020 census, Costa Mesa City Council Member Manuel Chavez was involved in a carpool caravan in his District, which includes many Spanish-speaking residents. He recommended hosting a similar type of event to familiarize more residents with the District and to promote District events like the community shredding event and cardboard recycling event. Ms. Terraneo requested clarification regarding the event type. CAC Member Baume stated that a carpool caravan would have about 10-15 cars with District -colored balloons and signage that parade through neighborhoods in the District's service area. Ms. Terraneo noted that she will research the feasibility of a carpool caravan. CAC Vice Chair Lester expressed support for CAC Member Baume's suggestion. She acknowledged District staff for their online public outreach efforts. She stated that most people do not fully read social media posts. She noted that caravanning through the District's service area with trash trucks in tow will attract residents' attention. Ms. Terraneo thanked CAC Vice Chair Lester for her comments and noted that the District has been trying to focus on short, brief messaging on its social media platforms. CAC Chair Katz shared that the Costa Mesa Fire Department had recently paraded throughout City neighborhoods. She recommended caravanning with CR&R trash trucks and the District's sewer trucks. CAC Member Greiner expressed support for a District caravan event to advertise its programs. CAC Vice Chair Lester suggested including a local ice cream truck. She offered to help acquire a fire truck for the caravan event. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 There was no further discussion. Action, Receive and File: 4. Receive and File Report on Calcium Deposits within the District Sewer System Recommendation: That the Citizen Advisory Committee receives and files this report. Mr. Carroll introduced District Engineer, Mark Esquer, who began working for the District on February 1, 2021. Mr. Esquer presented report details and explained the process of removing calcium from sewer pipelines. He discussed the District's budget proposal for calcium removal. He reviewed the possible causes of calcium deposits and the possible removal techniques. He explained the process of relining sewer pipelines after calcium deposits have been removed. He requested feedback from the CAC regarding this program. CAC Member Greiner asked how other local sanitary districts remove calcium deposits within their sewer system. Mr. Esquer stated that other districts have used multiple approaches. He noted that the El Toro Water District has used chemicals to remove calcium deposits. He added that the Orange County Sanitation District (OCSD) has used a high- pressure nozzle to remove calcium deposits. CAC Member Fernandez shared that he currently works for OCSD. He stated that he is working on an OCSD project that has a lot of calcium buildup in the pipelines. He reported that he is not permitting the use of chains to remove calcium deposits. He stated that chains may damage the pipelines. He noted that, to use chains for calcium removal, the pipe must be completely dry. He discussed the advantages and disadvantages of using a high-pressure nozzle. He expressed support for the District's proposal. CAC Member Baume inquired about using shockwave or ultrasound technology for removing calcium deposits in the sewer system. CAC Member Fernandez stated that most of the pipes located in Southern California are clay pipes, which tend to get very hard and brittle. He stated that ultrasonic technology has not been applied towards the removal of calcium deposits. He added that ultrasonic technology would be prohibitively expensive. CAC Member Baume suggested utilizing ultrasonic technology in addition to using chains for removing calcium deposits. CAC Member Fernandez stated that he is not aware of any agency that has used that approach. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 Mr. Esquer shared that he is a member of the California Association of Sanitary Sewer Excellence (CASSE). He noted that CASSE has not discussed the use of an ultrasonic device for this issue. He stated that such technology might not be readily available for practical research. CAC Member Fernandez commented that OCSD's project will begin in July 2021. He stated that he will inform District staff of how OCSD removes calcium deposits. Mr. Carroll thanked CAC Member Fernandez for his feedback. CAC Member Greiner thanked Mr. Esquer for his presentation. CAC Chair Katz thanked Mr. Esquer for his presentation and requested clarification regarding the focus areas of the proposal. Mr. Esquer stated that he will be meeting with the District's engineering consultant, Robin B. Hamers & Associates (RBH), to discuss the most crucial areas within the District's sewer system. CAC Chair Katz inquired about the urgency of removing calcium deposits. Mr. Esquer stated that calcium deposits form over long periods of time. He noted that the District could wait about 1-3 years to address certain areas of calcium buildup. He added that the examples included in his presentation have accumulated over the last 15-20 years. CAC Chair Katz inquired about acid treatments and any possible environmental repercussions. Mr. Esquer stated that pillow plugs seal the sewer walls to prevent any acid treatments from leaking. He discussed the process of using acid treatments. CAC Member Greiner asked why certain areas are more prone to calcium deposits in the sewer system. Mr. Esquer stated that he has not researched that issue. He recommended funding projects that repair and reline the sewer pipes rather than researching the main causes. He noted that there can be multiple causes, especially groundwater issues, that can contribute to calcium deposits. CAC Member Fernandez commented that sometimes calcium deposits form from substances entering through cracks and joints in the sewer system. He discussed OCSD's calcium removal project and shared that they will be injecting chemical grout into the sewer joints to preserve the pipe and to maintain flexibility for any seismic event. He shared that he is coordinating a training for chemical grout injection and will be inviting OCSD member agencies, including the District. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 Mr. Esquer and the CAC discussed chemical grout injection and the potential effects of a seismic event on residential sewer laterals. CAC Vice Chair Lester thanked Mr. Esquer for his presentation and for the CAC's feedback. There was no further discussion. Action, Discussion: 5. Consider Naming a CMSD Facility after Long Time and Former Board Member, James Ferryman Recommendation: That the Citizens Advisory Committee recommends that the Board of Directors approve naming a CMSD facility after long time former Board member, James Ferryman. Mr. Carroll presented report details. He described James Ferryman's service to the community and the District's process for naming a facility. He shared the options for facilities to be named: District Headquarters, Elden Lift Station, and the Board/Community Room at District Headquarters. CAC Member Greiner shared that he has known Mr. Ferryman for many years. CAC Vice Chair Lester commented that Mr. Ferryman has made numerous contributions to the community and to the District. She discussed the sign at the District Yard that is in memory of long-time District Engineer, Rob Hamers. She expressed support for naming the District facility with the most visibility after Mr. Ferryman, such as the Elden Lift Station. Mr. Carroll noted that the District does not receive a lot of visitors to its Board/Community Room at District Headquarters. He added that, if selected, Mr. Ferryman's name will be included on all agendas for meetings taking place in that room. He commented that the Elden Lift Station is located on a busy street. CAC Member Baume expressed support for recommending the Elden Lift Station. He suggested adding Mr. Ferryman's name to a District event like the community shredding event or cardboard recycling event. CAC Chair Katz asked how many times the District has named a facility. Mr. Carroll stated that this is only the second time. He noted that the District adopted the policy after naming the District Yard. CAC Chair Katz expressed support for naming the Elden Lift Station after Mr. Ferryman. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 Motion: To name the District's Elden Lift Station and a future event after long-time former Board member, James Ferryman. Motion by Daniel Baume, second by Seth Greiner. Final Resolution: Motion carries 10-0-0-1 Ayes: Daniel Baume, Dickie Fernandez, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Andrew Neilson, Judy Takaya, Phil Marsh, Adam Ereth No: None Abstain: None Not Present: Monte Fields There was no further discussion. C. CLOSING ITEMS Procedural: 1. Committee Member & Staff Comments CAC Vice Chair Lester commented that she has enjoyed serving on the CAC. She stated that she is hopeful that the Board reappoints her to another term. She thanked her fellow CAC members and District staff for their hard work and contributions. CAC Chair Katz stated that tonight's meeting marks the end of the 2019-2021 term for 5 CAC members. She thanked everyone for their service to the community and to the District. She noted that all CAC members with expired terms were eligible to reapply to the CAC for the 2021-2023 term. She added that the Board of Directors will be reviewing applications for the next term at their March Board meeting. Mr. Carroll thanked the CAC members for their service on behalf of the Board and District staff. He noted that the 2019-2021 term ends on April 1, 2021. He thanked CAC members Katz, Fields, Gielow, Lester, and Takaya for their contributions. There was no further discussion. Procedural: 2. Board/Staff Comments Mr. Esquer thanked the CAC for welcoming him to the District. He shared that the District started construction to replace the President Pump Station in mid - February. He stated that, if the CAC would like a presentation or update regarding the project, to contact him or Mr. Carroll. CAC Member Gielow inquired about the exact naming of the Elden Lift Station after Mr. Ferryman. Mr. Carroll stated that the name would be the "James Ferryman Life Station." CAC Member Gielow commented that the name is a bit long. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 10, 2021 CAC Vice Chair Lester asked how many terms a person can serve on the CAC. Ms. Middenway stated that a member can serve a maximum of three consecutive terms. CAC Vice Chair Lester commented that the District has limits for CAC member terms, but no term limits for Board members. Ms. Middenway confirmed CAC Vice Chair Lester's statement. There was no further discussion. Procedural: 3. Adjournment CAC Chair Katz adjourned the meeting at 7:25 p.m. - Uri,-4-a Elodie Katz Citizens Advisory Committee Chair