Minutes - Board - 2023-02-14COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
FEBRUARY 14, 2023
NOTE: THIS HYBRID IN -PERSON AND TELECONFERENCED MEETING WAS CONDUCTED
UTILIZING ELECTRONIC MEANS CONSISTENT WITH STATE OF CALIFORNIA ASSEMBLY BILL
361(Gov. CODE 54953(11)(3)).
memners present
Art Perry, Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public
Information Officer), Gina Terraneo (Management Analyst II), Alan Burns (District
Counsel), Dyana Bojarski (Administrative Services Manager), Mark Esquer (District
Engineer), Nabila Guzman (Management Analyst I), David Griffin (Interim Code
Enforcement Officer), Evan Schneider (Solid Waste Intern)
Others present
Mike Carey, 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.)
President Scheafer called the meeting to order at 8:00 A.M.
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District Clerk & Public Information Officer, Noelani Middenway, noted that
President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary
Ooten, and Director Eckles were present.
B. PUBLIC COMMENTS
Procedural: 1. Public Comments
President Scheafer opened public comments. Hearing none, he closed public
comments.
C. ITEMS OF STUDY
Action, Receive and File: 1. Receive and File January 2023 Code Enforcement
Officer Report
Recommendation: That the Board of Directors receives and files this report.
Interim Code Enforcement Officer, David Griffin, presented report details.
He stated that there were five cases of scavenging for January 2023.
President Scheafer asked if the cold weather affects scavenging rates.
Mr. Griffin stated that there is less scavenging on rainy days. He continued
his report and shared that there were 170 warning notices issued for trash
carts in public view for January 2023.
Discussion followed regarding the effectiveness of warning notices.
There was no further discussion, and the report was received.
Action, Receive and File: 2. 2022 Christmas Tree Collection Program
Recommendation: That the Board of Directors receives and files this report.
Management Analyst I, Nabila Guzman, presented report details. She stated
that staff recommends shifting the timeframe for Christmas tree collection
to a later date since most customers do not dispose of their tree during the
week between Christmas and New Year's Day.
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Vice Secretary Ooten asked when Christmas trees are most likely to be put
out for collection.
Secretary Perry inquired about the new collection period.
Ms. Guzman stated that CR&R will begin collecting Christmas trees on the
first business day after New Year's Day.
Director Eckles inquired about customers who put their Christmas tree out
for collection the week following Christmas Day.
Ms. Guzman stated that, for this past collection period, most trees were put
out after New Year's Day and that the program was not heavily utilized
during the first week of collection.
President Scheafer stated that District messaging should instruct customers
to cut up their Christmas tree and place it in their Organics Recycling Cart, if
they want to dispose of it before or after the two -week collection period.
General Manager, Scott Carroll, stated that the District can also hire a third -
party contractor to help with service during the week following Christmas
Day.
President Scheafer suggested having a designated location for customers to
drop off their Christmas tree.
Director Eckles inquired about the main reasons attributing to program
improvements.
CR&R Representative, Mike Carey, stated that CR&R had a dedicated
collection route and route manager assisting the District with Christmas tree
collection. He also noted that the District was actively tagging trees that were
ineligible for collection.
Mr. Carroll shared that the third -party contractor helped improve CR&R's
performance.
Director Eckles expressed support for hiring the third -party contractor.
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Vice President Schafer suggested disseminating flyers at Christmas tree lots.
President Scheafer stated that there was a significant decrease in complaints
regarding Christmas tree collection. He thanked CR&R for their improved
efforts.
There was no further discussion, and the report was received.
Action, Receive and File: 3. Proposed Implementation Plan from 2022 Sewer
System Management Plan Internal Audit
Recommendation: That the Board of Directors receives and files this report.
Mr. Carroll presented report details and shared the District's
implementation plan for the 2022 Sewer System Management Plan (SSMP)
internal audit recommendations. He discussed a few revisions to the staff
report regarding the City of Costa Mesa's storm drain maps, developing a
plan for periodic sanitary sewer overflow (SSO) simulation trainings, and
classroom style trainings of emergency bypass procedures.
President Scheafer asked if the City includes hotspots that have flooding
issues on their storm drain maps.
Mr. Carroll confirmed that the District has maps depicting significant
flooding areas.
Vice Secretary Ooten discussed the District's strategic plan.
Discussion followed regarding revisions to the District's plan for periodic
SSO simulation trainings.
Vice Secretary Ooten requested more information regarding residential fats,
oil, and grease (FOG) related enhanced maintenance locations (EMLs).
There was no further discussion, and the report was received.
Action: 4. Consider Adopting Resolution No. 2023-980 Authorizing Remote
Meetings
Recommendation: That the Board of Directors adopt Resolution No. 2023-980
authorizing remote meetings.
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President Scheafer introduced the item.
District Counsel, Alan Burns, stated that the current legislation that
authorizes remote meetings will expire on February 28, 2023.
Secretary Perry inquired about the alternative actions relating to remote
meetings.
Mr. Burns stated that, under the new legislation, an excuse is required to
attend a meeting remotely. He noted that the majority of the governing body
will need to be physically present for the meeting. He provided examples of
approved excuses such as illness or agency -related travel.
Secretary Perry asked if the alternative meeting actions are included in
Resolution No. 2023-980.
Mr. Burns clarified that the resolution authorizes remote meetings until
February 28, 2023. He noted that, after it expires, no resolution is required
to implement the alternative meeting actions as they are covered by state
law.
Discussion followed regarding approving the resolution and the Brown Act.
Motion: To adopt Resolution No. 2023-980 authorizing remote meetings.
Motion by Brett Eckles, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
There was no further discussion.
D. CLOSING ITEMS
Procedural: 1. Oral Communications and Director Comments
President Scheafer thanked District staff for the 2022 Year -in -Review report.
He wished everyone a happy Valentine's Day.
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Vice Secretary Ooten inquired about financing options for the Elden Force
Main Redundancy Project.
Mr. Carroll stated that the District is waiting on the design costs to determine
the construction budget.
Vice Secretary Ooten shared that he has started using a kitchen pail to collect
food scraps.
There were no additional comments.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 8:30 A.M.
1 � �
Art Perry
Secretary
e Scheaf
President