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Minutes - CAC - 2022-11-09COSTA MESA SANITARY DISTRICT MINUTES OF THE CmzENS ADVISORY COMMITTEE MEETING NOVEMBER 09, 2022 NOTE. This hybrid in -person and teleconferenced meeting will utilize electronic means consistent with State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)). CAC Members present Jeff Arbour, Daniel Baume, Cindy Brenneman, Rosemarie Chora, Dickie Fernandez, Dean Fisher, Judy Gielow, Elodie Katz, Michael Tou, Annette Watson CAC Members absent Sue Lester Board Members present Vice President Scheafer Secretary Schafer Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information Officer), Gina Terraneo (Management Analyst II), Mark Esquer (District Engineer), Nabila Guzman (Management Analyst I), Angela Colunga (Administrative Assistant I) Others present Joe Jenkins, EEC Environmental Meeting called to order at 6:00 P.M. A. OPENING FrEMS Procedural: 1. Call to Order COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 Citizens Advisory Committee (CAC) Chair Katz called the meeting to order at 6:00 p.m. Procedural: 2. Roll Call Management Analyst II, Gina Terraneo, conducted roll call. She noted that CAC Members Arbour, Baume, Chora, Fernandez, Fisher, Gielow, Katz, Lester, Tou, and Watson were present, while CAC Members Brenneman and Lester were not present at this time. 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. Hearing none, she closed public comments. B. ITEMS Action: 1. Approve the Citizens Advisory Committee Meeting Minutes of September 14, 2022 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Katz introduced the item. CAC Member Brenneman entered the meeting at 6:02 p.m. Motion: To approve the Citizens Advisory Committee Meeting minutes of September 14, 2022. Motion by Michael Tou, seconded by Dean Fisher. Final Resolution: Motion carries 10-0-0-1 Ayes: Jeff Arbour, Daniel Baume, Cindy Brenneman, Rosemarie Chora, Dickie Fernandez, Dean Fisher, Julie Gielow, Elodie Katz, Michael Tou, Annette Watson No: None Abstain: None Not Present: Sue Lester COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 There was no discussion. Action, Receive and File: 5. Receive and File FY 2021-22 CR&R Performance Review Recommendation: That the Citizens Advisory Committee receives and files CR&R's Annual Performance Review for FY 2021-22. General Manager, Scott Carroll, requested to reorder the agenda to discuss Item B5 and Item B3 prior to Item B2. CAC Chair Katz approved the request. Management Analyst II, Nabila Guzman, provided report details. She shared that every year the District audits CR&R for the prior fiscal year. She stated that from July 2021 to June 2022, CR&R experienced significant route delays mostly due to staffing issues and trash truck mechanical failures. She noted that the COVID-19 pandemic affected CR&R's staffing levels. She added that all materials collected were transported to CR&R's Materials Recovery Facility (MRF) and Anaerobic Digestion (AD) Facility. She discussed CR&R's net -to -hauler rate. She reviewed CR&R's operations, including collection services, wait times, and customer service. She pointed out that CR&R experienced a high turnover rate for their Route Manager and Operations Manager positions. She noted that the changes in management delayed improvements and performance. She stated that there were 767 missed trash complaints for the year in review, which was an 80% increase compared to the previous year. She discussed the Christmas Tree Collection Program and noted that there was a 39.6% increase in missed tree collections. She shared that the District is currently negotiating a new agreement with CR&R that ensures Senate Bill (SB) 1383 compliance. CAC Member Baume asked how customer complaints are filed. Ms. Guzman stated that customer complaints are submitted via the GoCMSD app, the District's website, phone calls, voicemails, and emails. She noted that all complaints are tracked in CMSD's GoGov system. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CrrIZENs ADVISORY COMMITTEE MEETING HELD NovEMBER 09, 2022 CAC Member Chora asked if the 80% increase in missed trash complaints were for the 2021 calendar year. Ms. Guzman stated that the data reflects the fiscal year, July 2021 — June 2022. CAC Member Chora stated that missed trash complaints increased as COVID- 19 cases were decreasing, businesses were reopening to the public, and more people were returning to work. Ms. Guzman discussed CR&R employee turnover rates and trash truck breakdowns. CAC Member Chora inquired about the current rate of missed trash complaints. Mr. Carroll stated that District staff presents monthly reports on missed pickups to the Board. He noted that missed pickups fluctuate from month to month. He discussed CR&R personnel issues and their service fleet. He shared that CR&R experienced 81 missed collections in September 2022, which is less than 0.05% of the total population served. CAC Member Baume asked if missed Christmas Tree collections are tracked separately from missed curbside pickups. Ms. Guzman confirmed that each issue type is recorded separately. Mr. Carroll stated that the last two years have been challenging for the Christmas Tree Collection Program. He shared that the District is currently accepting bids for a third -party contractor to assist CR&R during the holiday season. CAC Member Arbour stated that some customers may be at fault for missed trash collections. He shared that he has failed to place his trash carts curbside within CR&Ws collection timeframe. Mr. Carroll added that some trash carts are placed too close to parked vehicles, which prevents CR&R from safely emptying them. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 CAC Chair Katz expressed concern for CR&R's rate of missed trash pickups being considered acceptable. She asked how many missed trash pickups would be considered unacceptable. Mr. Carroll discussed the Board's 2021 performance benchmarks for CR&R, which CR&R did not achieve and, thus, they were not awarded a Consumer Price Index (CPI) rate increase. He noted that the Board has not established benchmarks for the current year. He stated that, in 2017-2018, CR&R had a total of 70 missed collections for the entire year. He added that the increase in missed trash pickups may also be related to the District's improvements in reporting and tracking such data. Ms. Guzman discussed liquidated damages for missed trash service in the proposed agreement with CR&R. CAC Chair Katz expressed support for liquidated damages and asked if other waste haulers are experiencing similar issues regarding staffing and supply chain issues. Ms. Guzman stated that these issues are industry -wide. CAC Chair Katz inquired about the District's bidding process for trash services and CR&R's proposed agreement. Mr. Carroll stated that CR&R's contract no longer contains an evergreen clause. He noted that the proposed agreement is valid for 10 years with two 5-year extensions based on mutual agreement. He added that the Board has not directed District staff to explore other waste haulers. Ms. Guzman clarified that CR&R's proposed agreement is technically an amendment to their existing contract. Discussion followed regarding the term of CR&R's contract. CAC Member Chora asked when the District could request bids from other providers. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 Mr. Carroll stated that if both parties do not agree to extend CR&R's contract, then the District will solicit bids in 2027. CAC Member Arbour inquired about the District's solid waste fees. Mr. Carroll stated that CR&R's net -to -hauler rate indicates that the District's rates are competitive. Ms. Guzman added that the District's rates are about $5 dollars under the average rate for Orange County. She shared that these calculations were performed by the District's third -party waste consultant, Michael Balliet Consulting. There was no further discussion, and the report was received. Action, Receive and File: 3. Receive and file CMSD Fats Oil Grease (FOG) Control Program Annual Assessment Report Recommendation: That the Citizens Advisory Committee receives presentation from Joe Jenkins of EEC Environmental, regarding the District's FOG Control Program and provide input to staff. Mr. Carroll introduced the report and Joe Jenkins of EEC Environmental. Mr. Jenkins presented report details and reviewed the District's Fats, Oil, and Grease (FOG) program provided by EEC Environmental. He discussed the procedures for managing the District's inventory of food service establishments (FSEs). He stated that the FOG Control Program has 549 FSEs, with 173 FSEs having a gravity grease interceptor and 78 FSEs having a grease trap. He shared details regarding risk prioritization of FSEs and inspection frequency. He provided two FSE examples and discussed their FOG -related issues. He discussed EEC's assistance with reducing enhanced maintenance locations. He reviewed EEC's FOG discharge mitigation efforts at The Camp, The Lab, and on 191 Street. He stated that the goal of the FOG Control Program is to reduce FOG -related public sanitary sewer overflows (SSOs). He highlighted that there has not been a FOG -related commercial SSO since 2013. He discussed FOG program recommendations. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 CAC Member Tou inquired about FOG requirements for new businesses and enforcement measures for FSEs that were grandfathered into the program. Mr. Jenkins stated that the FOG Control Program was established in 2004. He noted that FSEs that were in business prior to 2004 were grandfathered into the program and not required to retrofit a grease interceptor into their establishment. He discussed EEC's requirements for grease interceptors. Discussion followed regarding the costs associated with installing a grease interceptor. CAC Chair Katz asked if FSEs are required to pay for additional inspections. Mr. Jenkins stated that FSEs are not charged inspection fees. He noted that they are charged reimbursement fees for SSOs. CAC Chair Katz asked how the FOG Control Program is funded. Mr. Carroll stated that the District's permit fees fund the FOG Control Program. CAC Member Fisher asked if a facility with multiple FSEs typically has a grease interceptor for the entire facility. Mr. Jenkins stated that each individual FSE will usually have their own grease interceptor and are required to maintain it. He discussed the FOG - related issues at The Camp and The Lab. Vice President Scheafer commented on the District's FOG Control Program and EEC's efforts. He discussed the ramifications of FOG -related issues and SSOs. He stressed the importance of educating the public on how to properly recycle FOG. CAC Chair Katz asked how much FOG can be placed in the Organics Recycling Cart. Mr. Carroll stated that small amounts of grease can be placed in the Organics Recycling Cart. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NovEMBER 09, 2022 Mr. Jenkins added that large amounts of grease (5 gallons or more) must be removed by a certified waste hauler. There was no further discussion, and the report was received. Action: 2. Project 341 Elden FM Redundancy & Elden PS Overland Emergency Bypass Pumping Improvement Implementation Plan Recommendation: That the Citizens Advisory Committee discuss the project with staff, ask questions, and provide feedback regarding implementing the recommended improvements and projects. District Engineer, Mark Esquer, provided an overview of the project location. He stated that the Elden Pump Station is the District's largest pump station that pumps about 1.4 million gallons per day. He discussed the main issues and concerns, such as earthquakes, line breaks, and corrosion damage that could affect the Elden force main. He presented a map of the project area. He provided an overview of the project scope. He discussed the project's emergency overland bypass plan regarding long-term force main outages. He reviewed the project's implementation plan and short-term (3-9 months) and long-term plans (3-5 years). He presented a schematic of the Elden Pump Station Valve and images of flexible piping. He described an emergency response trailer. He discussed the proposed project budget, which ranges from $10-$14 million. He noted that it will cost about $1 million for the emergency bypass system and about $10.5 million for the Elden Force Main Redundancy Project. CAC Member Arbour asked if the emergency overland bypass plan is located across Newport Boulevard. Mr. Esquer stated that the District's goal is to utilize truck pumping to avoid traffic closures on Newport Boulevard. CAC Member Tou asked if the emergency overland bypass plan requires Board approval. Mr. Esquer confirmed that it requires Board approval due to the necessary budget adjustments. He stated that the District is exploring county and state COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 funding to help with the project costs. He noted that there are several funding options, such as loans or selling District bonds. He added that the short-term plan will help determine the timeline of the long-term plan. Discussion followed regarding project funding. CAC Member Fernandez inquired about the project location. Mr. Esquer provided an explanation for the selected project location and discussed other possible locations for a secondary pipeline. He noted that the project consultant will review the design and location in more detail. CAC Member Tou asked if the District has access to CalTrans documents to determine the most viable location. Mr. Esquer stated that the proposed engineering work will make that determination. He noted that the engineering work includes surveying, utility work, and a review of CalTrans and City of Costa Mesa plans. He added that, after the preliminary design report is completed, the District will have abetter estimate of the project. There was no further discussion. Action, Receive and File: 4. Delay Reviewing Proposed Adjustments to Fixture and Plan Check Fees and Recommending Board Approval Recommendation: That the Citizens Advisory Committee receive and file this report. CAC Chair Katz introduced the item. Mr. Carroll stated that this item was originally scheduled for tonight but has been delayed due to time constraints. There was no further discussion. C. CLOSING ITEMS Procedural: 1. Committee Member Comments COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 09, 2022 CAC Chair Katz mentioned that three Board members have been reelected. She recognized District staff for the Eco Expo Event. Mr. Carroll shared that about 130 people attended the Eco Expo event. He noted that District staff is planning on hosting the event again next year. There was no further discussion. Procedural: 2. Board/Staff Comments Vice President Scheafer expressed appreciation for the CAC and encouraged them to serve on the Districts Board of Directors. Secretary Schafer thanked the CAC for their participation. There was no further discussion. Procedural: 3. Adjournment CAC Chair Katz adjourned the meeting at 7:2S p.m. and stated that the next CAC meeting is scheduled for January 11, 2023. Elodie Katz Citizens Advisory Committee Chair