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Tuesday, October 10, 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.
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1. Public Comments
C. ITEMS OF STUDY
1. Introduce New CMSD Employee, Stephanie Reveles, Administrative Assistant I
2. Provide Feedback and Input for the 2023 Community Survey
3. Receive and File September 2023 Code Enforcement Officer Report
4. List of CMSD Contributions for the Past Five Years
5. Trash Carts on Placentia Avenue
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
10/25/23, 3:24 PM BoardDocs® Pro
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Tuesday, October 10, 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, PresidentArlene Schafer, Vice PresidentArthur Perry, Secretary
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 Oct 10, 2023 - Board of Directors Study Session
Type Procedural
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Robert Ooten, Vice SecretaryBrett 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 Oct 10, 2023 - Board of Directors Study Session
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors From: Scott Carroll, General Manager Date: October 10, 2023 Subject: Introduce New CMSD Employee, Stephanie Reveles, Administrative Assistant I SummaryDyana Bojarski, Administrative Service Manager, will be introducing Stephani Reveles, Administrative Assistant I, to the Board ofDirectors and to the public. RecommendationThat the Board of Directors receive and file this report. AnalysisMs. Reveles started working for the District on October 5, 2023. She will be providing administrative support duties for theEngineering Department. Legal ReviewNot applicable Environmental ReviewSubject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activitieswhich fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that stateon page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial ReviewThere are not financial impacts to the District. The Administrative Assistant I position is funded in the budget. Public Notice ProcessCopies of this report are on file and will be included with the complete agenda packet for the October 10, 2023 Board of Directorsstudy session meeting held at 290 Paularino Avenue, Costa Mesa and posted on the District’s website. Alternative Actions1. Direct staff to report back with more information.
Subject 1. Introduce New CMSD Employee, Stephanie Reveles, Administrative Assistant I
Meeting Oct 10, 2023 - Board of Directors Study Session
Type Receive and File
Goals 7.0 Human Resources Management
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C. ITEMS OF STUDY
To: Board of Directors Via: Scott Carroll, General Manager From: Marissa Pereyda, Management Analyst II Date: October 10, 2023 Subject: Provide Feedback and Input for the 2023 Community Survey SummaryDistrict staff has participated in detailed discussions with Adam Probolsky, President of Probolsky Research, in order to develop anefficient and effective methodology and draft questionnaire for the 2023 Community Survey. District staff is now seeking the Board ofDirectors feedback and input for the 2023 Community Survey. RecommendationThat the Board of Directors provide feedback and input for the 2023 Community Survey. AnalysisOn September 12, 2023, the Board of Directors approved an agreement with Probolsky Research to conduct community surveyresearch and analysis. The purpose of the District's community survey is to seek level of satisfaction feedback and awareness of solidwaste and sewer programs from District customers and to obtain relevant data to improve District programs. The 2023 survey will alsoassess receptiveness to a three-cart trash and recycling system and receptiveness to two trash and recycling collection days eachweek. On September 13, 2023, the Citizens Advisory Committee (CAC) provided recommendations for consideration in the 2023 CommunitySurvey. The CAC recommended the topics and questions below:
Include questions that differentiate customer service between the District/District staff versus the hauler and the service
provided by the hauler.
Connect SB 1383 regulations to the environmental reasons/benefits. For example, do you value reducing greenhouse gases?
Do you value minimizing the impact of climate change?
How familiar are you with SB 1383 regulations? Do you know why we are transitioning to three-carts?
Do you know who picks up your trash?
Do you know how much you're paying for service?
District staff met with Adam Probolsky, and after several revisions, developed the methodology and draft questionnaire for the 2023Community Survey that is being presented to the Board today. The following methodology is proposed for the 2023 CommunitySurvey:
Survey a minimum of 1,000 District customers who receive both trash/recycling services and wastewater collection services.
Conduct the survey via telephone with live interviewers and online via email and text message invitation. Mailed invitations are
optional.
Conduct the survey in both English and Spanish. Vietnamese is also available.
Based on previous District surveys, suggestions from the CAC, and District staff's detailed discussions with Adam Probolsky, the focusareas below have been identified for the 2023 Community Survey. The focus area questions are not inclusive of all survey questions.The draft survey questionnaire attached to this report includes all proposed survey questions. To measure changes in level ofsatisfaction, questions from the 2021 Community Survey, attached to this report for reference, are included in the proposed 2023survey questionnaire.
How familiar are customers with Costa Mesa Sanitary District and the services provided by the District?
Are customers satisfied overall with the job that Costa Mesa Sanitary District is doing?
Do customers know how much they pay for trash and wastewater services and are they satisfied with the amount they pay?
Do customers know who picks up their trash and organics recycling?
Have customers contacted Costa Mesa Sanitary District during the past 12 months and did they find District staff to be helpful?
Have customers contacted CR&R during the past 12 months and was the reason for their contact resolved in a timely manner?
Have customers' trash or organics cart(s) not been emptied on their regular collection day in the past 12 months and why?
Are customers aware of special programs offered by the District (e.g. Door-to-Door Household Hazardous Waste Collection
and Sewer Inspection Rebate Program) and are they satisfied with the programs?
Are customers familiar with SB 1383 and how personally important is reducing greenhouse gas emissions?
Have customers heard about the new 3-cart system and do they support its implementation?
Do customers support a second collection day each week and are they willing to pay more for a second collection day?
Subject 2. Provide Feedback and Input for the 2023 Community Survey
Meeting Oct 10, 2023 - Board of Directors Study Session
Type
Goals 4.1 Conduct community outreach survey
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How do customers prefer to receive communications from the District?
The survey will also include questions about the respondents' demographic characteristics. The draft questionnaire attached to thisstaff report will take an estimated 20-minutes to complete. For each additional question or topic that the Board wishes to include in thesurvey, an equal number of questions will be removed to keep the survey under 20-minutes.
The recommended survey methodology and questionnaire are provided for the Board of Director's feedback and input. AdamProbolsky, President of Probolsky Research, is available at today's meeting to receive the Board of Director's feedback and answerquestions. Following this meeting, District staff will finalize the survey methodology and questionnaire. Probolsky Research will thenconduct a pre-test and make any necessary revisions, with District staff approval, prior to disseminating the final survey to Districtcustomers.
The final survey results will be presented to the Citizens Advisory Committee on November 8, 2023, and to the Board of Directors onNovember 27, 2023.
Legal ReviewNot applicable. Environmental ReviewProviding comments and suggestions for the community survey is an administrative matter and not a disturbance of the environment,such as grading or construction, and is not a project under CEQA or the District’s CEQA Guidelines. Financial ReviewThere are no fiscal impacts to the District. Probolsky Research cost to conduct community survey research and analysis is $39,200. Approximately $45,000 is budgeted in the FY 2023-24 Budget for the communitywide survey. Public Notice ProcessCopies of this report are on file and will be included in the complete agenda packet for the October 10, 2023, Board of Directors StudySession at District Headquarters and posted on the District's website. Alternative ActionsRefer item back to staff with further instructions.
File Attachments
2023_Community_Survey_Draft_Questionnaire.pdf (244 KB)
2021_Community_Survey_Report.pdf (1,205 KB)
2023_Community_Survey_Presentation.pdf (1,720 KB)
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C. ITEMS OF STUDY
To: Board of Directors Via: Scott Carroll, General Manager From: David Griffin, Code Enforcement Officer Date: October 10, 2023 Subject: Receive and File September 2023 Code Enforcement Officer Report SummaryThis report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trashcontainer enforcement. For the month of September 2023, the CMSD Code Enforcement Officer (CEO) focused his efforts on patrolsin various parts of the community. The goal is to identify and deter instances of scavenging and residential trash carts left within thepublic view. RecommendationThat the Board of Directors receives and files this report. AnalysisIn the month of September, Officer Griffin observed 5 individuals searching in trash carts on Ogle, De Soto, and Maple. All individualswere advised of the district's scavenging law and given verbal warnings before they went on their way. In the month of September, Officer Griffin issued 188 first warnings notices (yellow tag) to residential properties for having their trashcarts in public view. Officer Griffin did not observe graffiti on trash carts in the months of September. To address resident concerns, Officer Griffin is patrolling streets by 6:30 a.m. Legal ReviewNot applicable. Environmental ReviewCode enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do notconstitute a project under CEQA or the District’s CEQA Guidelines. Financial ReviewThere are not financial impact to the budget. Code enforcement activities are funded in the budget. Public Notice ProcessCopies of this report are on file and will be included with the complete agenda packet for the September 10, 2023 Board of DirectorsStudy Session meeting at District Headquarters and posted on the District’s website. Alternative Actions1. Direct staff to report back with more information.
File Attachments
CEO Report September 2023.doc (2,006 KB)
Subject 3. Receive and File September 2023 Code Enforcement Officer Report
Meeting Oct 10, 2023 - Board of Directors Study Session
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: October 10, 2023 Subject: List of CMSD Contributions for the Past Five Years SummaryIn 2014, the Board of Directors adopted the Contribution Program that sets guidelines for approving donations to special events and/orcommunity groups. Recently, the Board directed staff to bring back a list of community events and community groups the Boardapproved appropriating contribution funds. RecommendationThat the Board of Directors receive and file this report AnalysisAttached is the list of community events and community groups for the last five fiscal years. The Board approved 19 contributionapplications totaling $19,005 in contributions. In addition, the Board approved loaning three to four generators for the Costa MesaFish Fry event from 2017-2019. Legal ReviewNot applicable Environmental ReviewSubject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activitieswhich fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that stateon page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial ReviewThere are no financial impacts to the District. Contribution funds are budgeted in the annual fiscal year budgets. Public Notice ProcessCopies of this report are on file and will be included with the complete agenda packet for the October 10, 2023 Board of Directorsstudy session meeting held at 290 Paularino Avenue, Costa Mesa and posted on the District’s website. Alternative Actions1. Direct staff to report back with more information
File Attachments
List of CMSD Contributions for the past Five Years.xlsx (12 KB)
contribution_program_application_3_23_2022.pdf (335 KB)
Subject 4. List of CMSD Contributions for the Past Five Years
Meeting Oct 10, 2023 - Board of Directors Study Session
Type Discussion
Goals 4.0 Partnerships
4.7 Partnerships - Participate in community events to increase visibility
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C. ITEMS OF STUDY
To: Board of Directors From: Scott Carroll, General Manager Date: October 10, 2023 Subject: Trash Carts on Placentia Avenue SummaryThe Board of Directors directed staff to report back regarding trash carts left on Placentia Avenue twenty-four hours after the streetwas serviced for solid waste collection services. RecommendationThat the Board of Directors receive and file this report AnalysisEvery Monday Placentia Avenue is serviced for curbside solid waste collection services. The Board of Directors wanted to know howmany carts are left on Placentia Avenue curb twenty four hours after the street was serviced. On Tuesday, September 26, 2023,CMSD Code Enforcement Officer, David Griffin, visited Placentia Avenue to begin his investigation. He observed six (6) carts on thestreet where he took photographs and tagged them for their first warning. On Monday, October 2, 2023, Officer Griffin visited Placentia Avenue to take pictures of the number of carts on the street ready forcollection. Officer Griffin observed sixty carts on Placentia Avenue. On Tuesday, October 3, 2023, Officer Griffin returned to PlacentiaAvenue to find only four carts were still left on the street. See attached pictures. The carts were not the same carts that were left onthe street on September 26, so the four carts were tagged with a first warning notice. Legal ReviewNot applicable. Environmental ReviewSubject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activitieswhich fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that stateon page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial ReviewThere are no financial impacts to the District. Public Notice ProcessCopies of this report are on file and will be included with the complete agenda packet for the October 10, 2023 Board of Directorsstudy session meeting held at 290 Paularino Avenue, Costa Mesa and posted on the District’s website. Alternative Actions1. Direct staff to report back with more information.
File Attachments
Trash Carts on Placentia Ave.pdf (623 KB)
Subject 5. Trash Carts on Placentia Avenue
Meeting Oct 10, 2023 - Board of Directors Study Session
Type Discussion
Goals 2.0 Solid Waste
2.9 Solid Waste - Enhance Code Enforcement presence
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Oct 10, 2023 - Board of Directors Study Session
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, November 14,2023 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 2. Adjournment
Meeting Oct 10, 2023 - Board of Directors Study Session
Type Procedural