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Tuesday, July 11, 2023
Board of Directors Study Session
Time: 8:00 a.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will be
made available at the start of the meeting) or by visiting www.youtube.com/CostaMesaSanitary.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 825 2896 6090
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for Apple
devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 825 2896 6090#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this step.
***
Public Comments: Members of the public can submit any comments in real time during the meeting or
prior to the meeting in writing for the Board of Directors' consideration by sending them to the District
Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the
official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the
agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a
majority of the Board after the packet is prepared, a copy of that writing may be obtained from the
District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior
to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
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.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items
within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda.
Members of the public will have the opportunity to address the Board of Directors about all other items on this
agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is
prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The
Board of Directors will respond after public comment has been received. Please state your name. Each speaker
will be limited to four (4) continuous minutes.
1. Public Comments
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C. ITEMS OF STUDY
1. Receive and File June Code Enforcement Officer Report
2. Sewer SmartCovers
3. Receive and File Public Outreach Overview & Social Media Metrics
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, July 11, 2023
Board of Directors Study Session
Time: 8:00 a.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will be
made available at the start of the meeting) or by visiting www.youtube.com/CostaMesaSanitary.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 825 2896 6090
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for Apple
devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 825 2896 6090#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this step.
***
Public Comments: Members of the public can submit any comments in real time during the meeting or
prior to the meeting in writing for the Board of Directors' consideration by sending them to the District
Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the
official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the
agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a
majority of the Board after the packet is prepared, a copy of that writing may be obtained from the
District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior
to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Michael Scheafer, President
Arlene Schafer, Vice President
Subject 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.)
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Procedural
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Arthur Perry, Secretary
Robert Ooten, Vice Secretary
Brett Eckles, Director
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B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to
make comments on items within the subject matter jurisdiction of the Costa Mesa
Sanitary District that are not listed on this agenda. Members of the public will have
the opportunity to address the Board of Directors about all other items on this
agenda at the time those items are considered. Under the provisions of the Brown
Act, the Board of Directors is prohibited from taking action on oral requests but may
refer the matter to staff or to a subsequent meeting. The Board of Directors will
respond after public comment has been received. Please state your name. Each
speaker will be limited to four (4) continuous minutes.
Subject 1. Public Comments
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Code Enforcement Officer
Date: July 11, 2023
Subject: Receive and File June Code Enforcement Officer Report
Summary
This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trash container
enforcement. For the month of June 2023, the CMSD Code Enforcement Officer (CEO) focused his efforts on patrols in various parts of the
community. The goal is to identify and deter instances of scavenging and residential trash carts left within the public view.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of June, Officer Griffin observed 3 individuals searching in trash carts on 534 Hamilton St, 1659 Santa Ana Ave, 965 Persidio Dr. All
individuals were advised of the district's scavenging law and given verbal warnings before they went on their way.
In the month of June, Officer Griffin issued 202 warnings notices to residential properties for having their trash carts in public view.
Officer Griffin did not observe graffiti on trash carts in the months of June.
To address resident concerns, Officer Griffin is patrolling streets by 6:30 a.m.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not constitute a
project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Griffins' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the July 11, 2023 Board of Directors Study Session
meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
CEO Report June 2023.doc (1,364 KB)
Subject 1. Receive and File June Code Enforcement Officer Report
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 2.9 Solid Waste - Enhance Code Enforcement presence
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 11, 2023
Subject: Sewer SmartCovers
Summary
SmartCovers are widely used in the wastewater industry to monitor flows and prevent sanitary sewer overflows (SSOs). The SmartCover system
is a web-based smart technology that provides real-time remote sewer overflow monitoring via a reliable satellite communications system.
SmartCover Units are installed on the underside of existing manhole covers and lift station wet well hatches. The SmartCovers can be moved to
various locations as monitoring needs change.
Recommendation
That the Board of Directors receive and file this report.
Analysis
The district has 14 SmartCovers at various locations (see attachment). This includes eight (8) manhole covers and six (6) lift station hatches.
The SmartCovrs provide 24/7 monitoring of wastewater flow. Staff can set flow level parameters for each SmartCover and when flow levels
reach the set parameters, a text message is sent to staff cell phones warning staff of high flow levels. The text messages give staff ample time to
arrive to the scene to investigate and take action, if necessary, to avoid SSOs. The SmartCovers will also text staff when flow levels are back to
normal.
District Wastewater Superintendent, Steve Cano, will provide more information about the SmartCover program in an oral report to the Board of
Directors.
Legal Review
Not applicable
Environmental Review
Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et.
seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of
the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not
include …. C. Continuing administrative or maintenance activities.”
Financial Review
The district pays approximately $22,000 a year for the 14 SmartCovers providing flow level monitoring of the district's wastewater collection
system.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the July 11, 2023 Board of Directors study session
meeting held at 290 Paularino Avenue, Costa Mesa and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
Subject 2. Sewer SmartCovers
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Discussion
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
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File Attachments
SmartCover Map.png (567 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Angela Colunga, Administrative Assistant I
Date: July 11, 2023
Subject: Receive and File Public Outreach Overview & Social Media Metrics
Summary
The Board of Directors adopted the following Community Outreach & Communications objective in the FY 2020-25 Strategic Plan:
"Engage with the community through clear, information and accessible communication and learning opportunities."
Several Community Outreach & Communications goals were also adopted in the plan, which include Goal #5.4, Track and report
communications metrics. Attached are such metrics for the past three and half years.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below are some of the key highlights of the district's Community Outreach efforts.
Social medial followers are increasing every year.
The district is posting one social media post every other day.
The view rate of the district's SB 1383 videos is nearly 31% (the average government ads is 26%)
The district averages 72 email campaigns per year.
Email and GoCMSD subscribers have more than doubled since 2020
Website visits have significantly increased
These efforts were made possible by the district's committed outreach team (Noelani Middenway, Gina Terraneo, Angela Colunga, Nabila
Guzman and Marissa Pereyda) along with collaboration from Tripepi Smith, a public affairs consulting firm.
Legal Review
Not applicable
Environmental Review
Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et.
seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of
the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not
include …. C. Continuing administrative or maintenance activities.”
Financial Review
In FY 2022-23, the district paid Tripepi Smith approximately $57,466 for their services.
Public Notice Process
Subject 3. Receive and File Public Outreach Overview & Social Media Metrics
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Discussion
Goals 5.0 Community Outreach & Communications
5.4 Community Outreach & Communications - Track and report communications metrics
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Copies of this report are on file and will be included with the complete agenda packet for the July 11, 2023 Board of Directors study session
meeting held at 290 Paularino Avenue, Costa Mesa and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
CMSD_Public_Outreach_Overview.pdf (11,468 KB)
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jul 11, 2023 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
The next Study Session of the Costa Mesa Sanitary District Board of Directors will be held at 8:00 a.m. on Tuesday, August 8, 2023 in the
District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 2. Adjournment
Meeting Jul 11, 2023 - Board of Directors Study Session
Access Public
Type Procedural