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2024_11_13_cacWednesday, November 13, 2024 Citizens Advisory Committee Time: 6:00 p.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 - 885 8027 5211 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 885 8027 5211# 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 Subject :1. Call to Order Meeting :Nov 13, 2024 - Citizens Advisory Committee Type : A. OPENING ITEMS Subject :2. Roll Call Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Procedural Public Content Member Position Voting Division Term Sue Lester Chair 5 2023-2025 Michael Tou Vice Chair 3 2024-2026 Jeff Arbour Member 1 2023-2025 Cindy Brenneman Member 3 2023-2025 Xerxez Calilung Member 5 2024-2026 Rosemarie Chora Member 4 2024-2026 Ben Glassman Member 1 2023-2025 Craig J. Holmes Member 1 2024-2026 Birger "Dickie" Fernández Member 2 2024-2026 Dean Fisher Member 1 2023-2025 Paul R. Lancaster Member 4 2024-2026 A. OPENING ITEMS Subject :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). Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Procedural Public Content B. ITEM Subject :1. Approve the Joint Board of Directors and Citizens Advisory Committee Meeting Minutes of July 22, 2024 Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Action, Minutes Recommended Action :That the Citizens Advisory Committee approves the meeting minutes as presented. Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Angela Colunga, Management Analyst I Date: November 13, 2024 Subject: Approve the Joint Board of Directors and Citizens Advisory Committee Meeting Minutes ofJuly 22, 2024 Summary The recorded minutes of the July 22, 2024 Joint Board of Directors and Citizens Advisory Committee Meetingare hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Joint Board of Directors and Citizens Advisory Committee Meeting onJuly 22, 2024. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutesis an administrative matter and 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 Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2024 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2024_07_22_joint_cac_board (1).pdf (130 KB) B. ITEM Subject :2. Public Review of Draft Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Discussion Goals :3.0 Emergency Preparedness Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2024 Subject:Public Review of Draft Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) Summary A hazard mitigation plan is a long-term strategy that helps local governments reduce the impact of disasters on people, property and the environment. The plan aims to break the cycle of disaster damage and reconstruction by identifying natural disaster risks and vulnerabilities, and then developing strategies to protect people and property from similar events. Adopted hazard mitigation plans are required by the Federal Emergency Management Agency (FEMA) to be eligible to receive federal grant funds from the agency. Staff will be seeking hazard mitigation grant funds from FEMA to help finance Project No. 341, Elden Pump Station Forcemain Redundancy Project, but first the district needs an adopted hazard mitigation plan. Recommendation That the Citizens Advisory Committee provide comments on theDraft Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) Analysis The Water Emergency Response of Orange County (WEROC) is coordinating a multi-jurisdiction project that will update the group'sMulti-Jurisdictional Hazard Mitigation Plan (MJHMP), which will be the strategic plan to assess and reduce the threats that our communities face from current and future hazard conditions. Based on preliminary discussions, these hazards include: Climate Change Coastal Hazards Coastal Storms Coastal Erosion Sea level rise Tsunami Dam/Reservoir Failure Flood Geologic Hazards Expansive Soils Land Subsidence Landslide/Mudflow Human-Caused Hazards Contamination/salt water intrusion Hazardous Materials Power Outage Terrorism (Cyberthreat) Terrorism (Mass-casualty incident) Seismic Hazard Fault Rupture Liquefaction SeismicShaking Severe Weather Drought Extreme Heat Windstorm (Santa Ana Winds) Urban Fire Wildfire The overarching goals of the MJHMP include but are not limited to: Goal 1: Minimize vulnerabilities of critical facilities and infrastructure to minimize damages and loss of life and injury to human life caused by hazards. Goal 2: Minimize security risks to water and wastewater infrastructure. Goal 3: Minimize interruption to water and wastewater utilities. Goal 4: Improve public outreach, awareness, education, and preparedness for hazards in order to increase the community resilience. Goal 5: Eliminate or minimize wastewater/recycled water spills and overflows (Wastewater agencies). Goal 6: Protect water quality and supply, critical aquatic resources and habitat to ensure a safe water supply. Goal 7: Strengthen emergency response services, workforce training, and education enhancement to ensure preparedness, response, and recovery during any major or multi-hazard event. The multi-jurisdictions that are participating in the MJHMP include the following: Costa Mesa Sanitary District El Toro Water District Irvine Ranch Water District Laguna Beach County Water District Mesa Water District Moulton Niguel Water District Municipal Water District of Orange County Orange County Sanitation District Orange County Water District Santa Margarita Water District Serrano Water District South Coast Water District South Orange County Wastewater Authority Trabuco Canyon Water District Yorba Linda Water District Guidelines from the Federal Emergency Management Agency (FEMA) require that the agency preparing the plan create opportunities for members of the public to be involved in developing their MJHMP and that these opportunities are documented. This process helps ensure the MJHMP reflects community values, concerns, and priorities. Tonight's meeting is serving as the public review period of the draft plan. The final plan will also be made available for public review and comment. The hazard maps in Annex E: Costa Mesa Sanitary District still needs revising. Staff identified the correct number of pump stations, generators and by-pass pumps within CMSD infrastructure. See Exhibit E-4, Page E-5. The red dot represents generators on site at the pump stations and the blue dot represents by-pass pumps on station property. Vicki Osborn, Director of Emergency Management for WEROC will be providing a presentation about the project overview. The following is the proposed schedule for adoption. 2024 2025 August Sept Oct Nov Dec Jan Feb March Planning Process Admin Draft Review CMSD Board Draft Review Public Draft Review Public Review Period Cal OES/FEMA Review CMSD Board Adopt Final Legal Review Not applicable Environmental Review Consideration for a multi-jurisdictional hazard mitigation plan is an administrative matter and 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's cost share for updating the MJHMP is$11,800. There are sufficient funds in the budget for this expense. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2024 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Direct staff to report back with more information. File Attachments Annex E_Costa Mesa San_2025_Admin Draft.pdf (2,381 KB) MWDOC_HMP_All_Sections_clean.pdf (4,890 KB) B. ITEM Subject :3. Review proposed adjustments to fixture and plan check fees and recommend Board adoption (Strategic Goal No. 8.2.2) Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Receive and File Goals :1.0 Sewer Infrastructure Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2024 Subject:Review proposed adjustments to fixture and plan check fees and recommend Board adoption (Strategic Goal No. 8.2.2) Summary According to the Citizens Advisory Committee (CAC) adopted FY 2024-25 Work Plan, this item was scheduled to be presented to the CAC at tonight's meeting. However, proposed adjustments to fixture and plan check fees are not ready for CAC review and comments. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis A request for proposal was prepared and solicited to qualified financial consultants. The District received two proposals as listed below. Robert D. Niehaus, Inc. (RDN): $39,900 NBS Government Finance Group, DBA (NBS): $39,940 Both firms have worked directly with the district in the past for performing wastewater and solid waste rate adjustment studies. Staff decided to award a contract to RDN because their rate comparison survey with other jurisdictions was more robust than NBS. The contract is in the process of being executed. Staff anticipates proposed adjustments to fixture and plan check fees will be presented to the CAC for review and comment on January 8, 2025. Legal Review Not applicable Environmental Review Providing an update about proposed adjustments to fixture and plan check fees is an administrative matter and 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 cost to perform the study is $39,900. There is sufficient money in the adopted budget to perform this study. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2024 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Direct staff to report back with more information. B. ITEM Subject :4. Receive and File CMSDs FOG Control Program Annual Assessment Report Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Receive and File Goals :1.0 Sewer Infrastructure 1.8 Sewer Infrastructure - Enforce the District's Fats, Oils & Grease (FOG) Program Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2024 Subject:Receive and File CMSDs FOG Control Program Annual Assessment Report Summary The District's Fats, Oils and Grease (FOG) control program was developed to comply with the State of Californias 2006 General Waste Discharge Requirements for Sanitary Sewer Systems (WDR). The program seeks to minimize the discharge of FOG into the District's sewer system and avoid sanitary sewer overflows (SSOs), which are deemed a potential health hazard tothe public. Effective June 5, 2023, the State adopted a new general order that supersedes the 2006 WDR. Under the new Order, the District's Sewer System Management Plan must requires a Sewer Pipe Blockage Control Program that evaluates whether sewer pipe blockages are caused by fats, oils, grease, rags and debris. Recommendation That the Citizens Advisory Committee receive and file CMSD's FOG Control Program Annual Assessment Report Analysis FOG regulations are codified within the District's Operation Code Title 6Chapter 6.07Any person(s) in violation of this or any other ordinance is subject to enforcement as specified within the Operations Code. Significant FOGcontributors within the District are restaurants or Food Service Establishments (FSE). FSE's established after 2006 are required to install grease interceptors or grease traps, which are plumbing devices designed to intercept greaseand solids before they enter the sewersystem. FSE's are required to keep accurate maintenance records of their grease collection device and perform Best Management Practices (BMP) for preventing FOG from entering the sewer system. The District retained EEC Environmental to enforce the District's FOG Control Program by periodically visiting FSE's to inspect their maintenance records and BMPs. Violators are given written warning from the Districtand if violations persist the FSE could face fines and/orhave their sewer service discontinued. The District decidedFSE's established before 2006 were not required to install grease interceptors or grease traps at their establishments and were issued conditional waiver permits. However, terms of the conditional waiver permits require FSE's to practice BMPs and if FOG related SSOs are occurring at an FSE, the conditional waiver could be revoked and the District can mandate the installation of a grease interceptor or grease trap. Enforcing the FOG control activities on residents is challenging because it is difficult to determine the source, especially from multi-family units. The District encourages residents to pour their used grease in compostable bags, which can then be disposed of in their organics cart. Another option for residents is to drop off their grease at a temporary collection site at the Rob Hamers Yard in November and December. A private vendor will collect and recycle the cooking grease into reusable products such as candles. This option has proven to be very convenient after the holidays when many people are using fryers to cook turkeys. Joe Jenkins, of EEC Environmental, will give a presentation to the Boardabout the District's FOG control activities and their enforcement activities of FSEsfrom the past years. Legal Review Not applicable Environmental Review Presenting FOG control activities to the Board of Directors is an administrative matter and 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 2023-24 the contract cost with EEC Environmental was$109,225. There are no financial impacts to the District for having a temporary FOG drop off site at Rob Hamers Yard. This service is provided at no cost to the District. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2024 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Direct staff to report back with more information. File Attachments Annual Assessment Report 2023-2024.pdf (350 KB) B. ITEM Subject :5. Receive and File Progress Report on the Three- Cart Roll Out Program Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Receive and File Goals :2.0 Solid Waste Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2024 Subject:Receive and File Progress Report on the Three-Cart Roll Out Program Summary On October 7, 2024, CR&R began delivering one 35, 65, or 95-gallon Recycling Cart to every CMSD customer. At the same time, CR&R will be removing one of two Mixed Waste Carts, so that every customer has a Three-Cart System for implementation of a source separated collection program. The program is being implemented to conform with SB 1383. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis Approximately 650 carts are being delivered daily. As of November 8, 2024, 12,700 carts have been delivered with the anticipation of all 23,000 carts delivered by mid December. District staff and CR&R have received some complaints about the roll-out program. Complaints ranged from removing all Mixed Waste carts without receiving replacement carts, delivering wrong sized carts, not removing old carts, etc. However, in perspective, the total number of complaints received is minimal. As of November 4, staff logged 73 complaints, which is less than 1% of the 12,700 carts delivered so far. The complaints logged does not include complaints logged directly to CR&R. Staff is communicating with CR&R on a daily basis to resolve complaints. Mike Carey, of CR&R, will be providing additional information at today's meeting. Legal Review Not applicable Environmental Review Providing a progress report regarding solid waste operations is an administrative matter and 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 There are no fiscal impacts to the District. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2024 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Direct staff to report back with more information. C. CLOSING ITEMS Subject :1. Committee Member Comments Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Presentation Public Content C. CLOSING ITEMS Subject :2. Board/Staff Comments Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Presentation Public Content C. CLOSING ITEMS Subject :3. Adjournment Meeting :Nov 13, 2024 - Citizens Advisory Committee Type :Procedural Public Content The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, January 8, 2025 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.