Minutes - CAC & Board - 2023-07-12COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CITIZENS ADVISORY COMMITTEE AND
BOARD OF DIRECTORS MEETING
JULY 12, 2023
CAC Members present
Jeff Arbour, Daniel Baume, Cindy Brenneman, Rosemarie Chora, Dickie
Fernandez, Sue Lester, Michael Tou, Annette Watson
CAC Members absent
Dean Fisher, Francesca Normington
Board Members present
President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten,
Director Eckles
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public
Information Officer), Gina Terraneo (Management Analyst II), Alan Burns (District
Counsel), Tanisha Tingling (Administrative Assistant II)
Others present
John Lewis
Meeting called to order at 6:00 P.M.
A. OPENING ITEMS
Procedural: 1. Call to Order
Citizens Advisory Committee (CAC) Chair Lester called the meeting to order
at 6:00 p.m.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
Procedural: 2. Roll Call
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District Clerk & Public Information Officer, Noelani Middenway, conducted
roll call. She noted that CAC Members Arbour, Baume, Chora, Fernandez,
Lester, Tou, Watson, President Scheafer, Vice President Schafer, Secretary
Perry, Vice Secretary Ooten, and Director Eckles were present, while CAC
Members Brenneman, Fisher and Normington 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.
President Scheafer opened public comments. He shared that District
resident, Jim Mosher, submitted written comments on an agenda item.
CAC Member Brenneman entered the meeting at 6:01 p.m.
President Scheafer turned the meeting over to CAC Chair Lester to lead
through the remainder of the agenda.
Hearing no comments, CAC Chair Lester closed public comments.
B. ITEMS
Action: 1. Approve the Citizens Advisory Committee Meeting Minutes of May
10, 2023
Recommendation: That the Citizens Advisory Committee approves the meeting
minutes as presented.
CAC Chair Lester introduced the item.
Motion: To approve the Citizens Advisory Committee Meeting minutes of
May 10, 2023 as presented.
Motion by Cindy Brenneman, seconded by Michael Tou.
Final Resolution: Motion carries 8-0-0-2
Ayes: Jeff Arbour, Daniel Baume, Cindy Brenneman, Rosemarie Chora,
Dickie Fernandez, Sue Lester, Michael Tou, Annette Watson
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
No: None
Abstain: None
Not Present: Dean Fisher, Francesca Normington
There was no discussion.
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Action, Receive and File: 2. Receive and File Citizens Advisory Committee FY
2023-24 Proposed Work Plan
Recommendation: That the Board of Directors and Citizens Advisory Committee
consider approving the proposed FY 2023-24 Work Plan.
General Manager, Scott Carroll, introduced the item.
President Scheafer shared that the Board is interested in the CAC's input
regarding Senate Bill (SB) 1383. He provided information on the California
Little Hoover Commission.
Secretary Perry suggested for the CAC to discuss the District's policy
regarding trash carts in public view.
CAC Chair Lester requested for the CAC to review upcoming District events
and create opportunities for CAC members to participate, if appropriate.
Motion: To approve the proposed FY 2023-24 Work Plan with the suggested
additions.
Motion by Sue Lester, seconded by Michael Tou.
Final Resolution: Motion carries 8-0-0-2
Ayes: Jeff Arbour, Daniel Baume, Cindy Brenneman, Rosemarie Chora,
Dickie Fernandez, Sue Lester, Michael Tou, Annette Watson
No: None
Abstain: None
Not Present: Dean Fisher, Francesca Normington
Motion: To approve the proposed FY 2023-24 Work Plan with the suggested
additions.
Motion by Brett Eckles, seconded by Art Perry.
Final Resolution: Motion carries 5-0
Ayes: Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
No: None
There was no further discussion.
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Action, Discussion: 3. Review and Comment on Revisions to the Administrative
Policies Manual, Board of Directors Procedures Handbook, and Citizen's
Advisory Handbook and Employee Handbook
Recommendation: That the Board of Directors and Citizens Advisory Committee
discuss and provide comments to staff regarding revisions to District policies and
codes and direct staff to bring back for adoption at a future Board of Directors
Meeting
CAC Chair Lester introduced the item.
Mr. Carroll discussed the Policy Review Ad Hoc Committee.
Director Eckles inquired about the post -consumer recycling percentages
listed on page 45 in the Administrative Regulations.
President Scheafer discussed Mr. Mosher's written comments on this item.
CAC Chair Lester provided more information regarding what types of
changes were recommended to each policy by the committee.
Discussion followed regarding the performance management team.
CAC Chair Lester provided recommendations regarding staging areas for
emergencies.
CAC Member Arbour asked if SB 1383 requires the District to procure
recycled products.
Mr. Carroll stated that, according to SB 1383, government is required to
procure recycled paper if the quality is equal. He stated that the District's
policy is also intended to practice environmental stewardship.
President Scheafer commended the committee for their revisions to the
District's Dress Code Policy.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
Mr. Carroll introduced the revised CAC Handbook.
PAGE S
Director Eckles inquired about the CAC's name being changed to the
Community Advisory Committee.
Mr. Carroll stated that the name is being changed because non -citizens can
serve on the committee as they are a part of the community.
Discussion followed regarding the term "citizen."
Director Eckles and CAC Member Brenneman noted that they are not in
favor of changing the committee's name.
Mr. Carroll introduced the revised Operations Code.
Discussion followed regarding the policy for Board member expenses.
Mr. Carroll introduced the revised Board of Directors Handbook.
Discussion followed regarding the policy for placing items on a Board
agenda.
Director Eckles discussed potential conflicts of interest with Board members
receiving reimbursement for attending Costa Mesa Chamber of Commerce
meetings.
Mr. Carroll introduced the revised Benefits policy, which can be found in the
District's Employee Handbook.
CAC Chair Lester inquired about the District's Employee Assistance Program,
which is provided by a company called Concern.
There was no further discussion, and the report was received.
Action, Discussion: 4. Board of Directors Term Limits
Recommendation: That the Board of Directors and Citizens Advisory Committee
provide direction to staff.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 129 2023
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Mr. Carroll provided report details. He discussed the cost of placing this item
on a ballot.
Director Eckles expressed his support for term limits. He inquired about the
requirements for placing this item on a ballot.
Mr. Carroll stated that the District is responsible for election costs.
Discussion followed regarding ballot costs.
CAC Chair Lester expressed her support for term limits and placing the item
on the 2024 general election ballot.
Director Eckles suggested for the CAC to discuss this item at a future meeting
and provide a recommendation to the Board.
Discussion followed regarding previous elections.
CAC Vice Chair Tou stated that there are deadlines for placing items on
upcoming election ballots.
CAC Member Baume asked how term limits would take effect if they were
approved.
Mr. Carroll stated that it would be based on the language of the term limits
policy.
District Counsel, Alan Burns, stated that term limits would be applied
prospectively.
CAC Member Brenneman expressed her support for term limits and for
discussing this item at the next CAC meeting.
President Scheafer expressed concern for the cost of placing this item on a
ballot. He also noted that there is only one special district in California that
has term limits. He encouraged the CAC to discuss the pros and cons of this
issue.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
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Mr. Burns stated that the law recognizes special procedures for special
districts. He noted that there may be some legal issues with the District
placing this item on a ballot rather than the citizenry.
Director Eckles recommended District staff provide more legal research on
this item.
There was no further discussion.
C. CLOSING ITEMS
Procedural: 2. Board/Staff Comments
CAC Chair Lester welcomed Board comments prior to CAC comments.
President Scheafer thanked the CAC for attending the meeting.
Vice President Schafer encouraged the CAC to attend more Board meetings.
Director Eckles thanked the CAC for their service and encouraged them to
bring more ideas to the Board.
Procedural: 1. Committee Member Comments
CAC Member Fernandez expressed concern about imposing term limits on
the Board but not for CAC members.
CAC Chair Lester stated that she disagrees, and that the bodies are different
in that Board members are compensated for their service while the CAC
members are considered volunteers.
Director Eckles stated that the CAC serves at the pleasure of the Board.
CAC Member Brenneman stated that she is interested in learning more about
the possible postponement of the three -cart rollout.
CAC Member Chora stated that the three -cart rollout is in place to ensure
that the District complies with state law.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE JOINT CAC AND BOARD MEETING
HELD JULY 12, 2023
PAGE H
Mr. Carroll stated that the CAC can discuss this topic at their September
meeting.
CAC Vice Chair Tou thanked District staff for responding quickly to his
service request regarding a leaking CR&R truck. He also thanked District
staff for promoting the City of Costa Mesa's Dump Day and Shredding event.
Mr. Carroll announced that the District will be hosting a booth at the Costa
Mesa Foundation's Concert in the Park event. He encouraged the CAC to join
District staff at the booth.
CAC Chair Lester stated that CAC members are required to attend at least
one Board meeting. She inquired if anyone has contacted CAC Member
Normington since she has missed the last two CAC meetings.
CAC Member Baume shared a Labors of Love volunteer opportunity taking
place this Saturday, July 15, 2023.
There was no further discussion.
Procedural: 3. Adjournment
CAC Chair Lester adjourned the meeting at 7:05 p.m. and stated that the next
CAC meeting is scheduled for September 13, 2023.
Sue Lester
Citizens Advisory Committee Chair
�e 1 17
Art Perry Mike Scheafer
Board Secretary Board President