Minutes - Board - 2024-11-12COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
NOVEMBER 12, 2024
Members present
Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public
Information Officer), Angela Colunga (Management Analyst I), Alan Burns (District
Counsel), Kaitlin Tran (Finance Manager), Marissa Pereyda (Senior Management
Analyst), Mark Esquer (District Engineer), Stephani Tsai (Solid Waste Intern), John
Gonzalez (Wastewater Maintenance Manager)
Others present
Isabel Rios, Discovery Cube
Joe Jenkins, EEC Environmental
Mike Carey, CR&R Representative
Luke Gonzalez, CR&R Representative
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 and Public Information Officer, Noelani Middenway, noted
that President Scheafer, Vice President Schafer, Secretary Perry, Vice
Secretary Ooten, and Director Eckles were present.
Procedural: 2. Ceremonial Matters and Presentations
None.
B. PUBLIC COMMENTS
Procedural: 1. Public Comments
President Scheafer opened public comments. Hearing none, he closed public
comments.
C. ITEMS OF STUDY
1. Closed Session: Conference with Legal Counsel — Anticipated Litigation
Significant exposure to litigation pursuant to Paragraph (2) of subdivision (d)
and Paragraph (4) of subdivision (e) of Section 54956.9 (1 case)
President Scheafer adjourned to closed session at 8:01 a.m.
2. Open Session: Make any announcements required by law
President Scheafer reconvened the meeting at 8:11 a.m. and reported that
the Board has instructed the General Manager to proceed with negotiating
and settling with the interested party.
Introduction: 3. Introduction of New Employee — Stephanie Tsai, Solid Waste Intern
Senior Management Analyst, Marissa Pereyda, introduced the District's Solid
Waste Intern, Stephanie Tsai, and discussed her education background.
President Scheafer welcomed Ms. Tsai.
There was no further discussion.
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Introduction: 4. Introduction of New Employee — John Gonzalez, Wastewater
Maintenance Manager
General Manager, Scott Carroll, introduced the District's Wastewater
Maintenance Manager, John Gonzalez, and discussed his previous work
experience.
The Board welcomed Mr. Gonzalez.
Mr. Gonzalez shared his work experience at Orange County Sanitation
District (OC San).
There was no further discussion.
Receive and File: S. Receive and File Presentation of Discovery Cube's Greener
Pathways Program
Recommendation: That the Board of Directors receives and files the presentation
of Discovery Cube's Greener Pathways Program.
Ms. Pereyda introduced the item and Discovery Cube's Director of Partner
Relations, Isabel Rios.
Ms. Rios discussed her professional work experience in solid waste and
county franchise agreements. She presented Discovery Cube's Senate Bill
(SB) 1383 Science, Technology, Engineering, and Mathematics (STEM)
Educational Outreach Partnership Program. She discussed Discovery Cube's
core initiatives, "Greener Pathways" Environmental Education program,
and Eco Challenge exhibits.
Discussion followed regarding student reach and survey methods.
Secretary Perry left the meeting at 8:31 a.m.
Vice Secretary Ooten recommended incorporating this information into the
District's biennial Community Survey.
Ms. Pereyda stated that this education effort has been approved by
CalRecycle. She noted that the District is waiting for the Newport -Mesa
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Unified School District (NMUSD) to determine how this program will fit into
their afterschool programs. She confirmed that this program will be
presented to students in first grade through sixth grade.
There was no further discussion, and the report was received.
Receive and File: 7. Receive and File Progress Report on the Three -Cart Roll Out
Program
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll presented Item C7 prior to Item C6. He provided a brief update
on the three -cart roll out program. He noted that CR&R is on track to deliver
all Recycling Carts by mid -December.
Discussion followed regarding cart exchanges and Recycling Cart usage.
Vice President Schafer requested for CR&R to ensure that cart lids are closed
after being serviced.
CR&R Representative, Mike Carey, introduced CR&Ws new Sustainability
Specialist, Luke Gonzalez.
The Board welcomed Mr. Gonzalez.
Mr. Carey stated that roughly 1% of customers have complained about the
three -cart system.
Vice Secretary Ooten inquired about his cart exchange.
There was no further discussion, and the report was received.
Receive and File: 6. Code Enforcement Officer Report — October 2024
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll noted that this item will be presented at the December Study
Session. He shared that Code Enforcement Officer, David Griffin, is currently
attending a conference.
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There was no further discussion.
Receive and File: 8. Receive and File CMSD's FOG Control Program Annual
Assessment Report
Recommendation: That the Board of Directors receive and file CMSD's FOG Control
Program Annual Assessment Report.
Mr. Carroll introduced Joe Jenkins of EEC Environmental.
Mr. Jenkins presented an overview of FOG program activities, including how
EEC prioritizes food service establishments (FSEs) based on risk, education
and outreach, inspections and enforcement, data management, plan review
and customer service support, and FOG source characterization and
reduction of enhanced maintenance locations (EMLs). He reported that
there was an increase in the number of FSEs in the program over the past
few years. He described how FSEs are prioritized for inspection based on
risk criteria and presented FSE compliance rates. He shared two locations,
South Coast Plaza and Triangle Square, that are inspected frequently due to
FOG -related spills and compliance issues. He explained EMLs and how they
are addressed. He shared that EEC and the District have initiated more
residential education for various areas experiencing high FOG
accumulation. He discussed key program trends for public sanitary sewer
overflows (SSOs) and FOG -related SSOs and program recommendations.
Discussion followed regarding FSE tracking and increases in FOG -related
SSOs.
Mr. Jenkins shared that Triangle Square's compliance issues resulted from
changes in property management. He noted that South Coast Plaza's unique
infrastructure contributed to their FOG -related issues. He stated that EEC is
working very closely with the District's new Wastewater Maintenance
Manager to assess heavy FOG accumulation areas.
District Engineer, Mark Esquer, explained how restaurant management
turnover can affect a business's FOG maintenance efforts. He shared that the
District has been working with the City of Costa Mesa on their permitting
process for FSE developments.
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There was no further discussion, and the report was received.
Action: 9. Ratify the T.E. Roberts, Inc. Agreement for the Project 355, South Coast
Plaza Urgent Capital Repair
Recommendation: That the Board of Directors approve the following:
1. Adopt Project 355 SCP Urgent Capital Repair as Exempt under the California
Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et.
seq.) under Section 15269(b), Emergency Projects; and
2. Ratify the Staff negotiated and approved time -and -materials Agreement
with T.E. Roberts, Inc. to provide emergency construction services,
including dewatering well installations, excavation, pipeline replacement,
and construction related services; and
3. Direct staff to provide a final project update and review of expenditures.
Mr. Esquer introduced the item and provided an update on Project #355
South Coast Plaza Urgent Capital Repair.
Director Eckles inquired about the agreement's change order.
Mr. Esquer stated that the agreement includes the District's standard
language on change order activities.
Discussion followed regarding night work and agreement markups
regarding labor rates, delivery charges, and equipment.
Vice Secretary Ooten shared that there may be historical data from OC San's
sewer work at IKEA that District staff can reference.
Motion: To adopt Project 355 SCP Urgent Capital Repair as Exempt under the
California Environmental Quality Act (CEQA) (Public Resources Code Section
21000 et. seq.) under Section 15269(b), Emergency Projects.
Motion by Brett Eckles, second by Bob Ooten.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
Abstain: Art Perry
Not Present: None
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Motion: To ratify the staff negotiated and approved time -and -materials
Agreement with T.E. Roberts, Inc. to provide emergency construction
services, including dewatering well installations, excavation, pipeline
replacement, and construction -related services.
Motion by Brett Eckles, second by Arlene Schafer.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
Abstain: Art Perry
Not Present: None
Motion: To direct staff to provide a final project update and review of
expenditures.
Motion by Brett Eckles, second by Bob Ooten.
Final Resolution: Motion Carries 4-0-1
Aye: Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
Abstain: Art Perry
Not Present: None
There was no further discussion.
Action:10. Project #355 Emergency Sewer Repair to Replace Critical Infrastructure
of the South Coast Plaza Pump Station - Update
Recommendation: That the Board of Directors receive and file this report.
Mr. Esquer provided an update on the emergency sewer repair at the South
Coast Plaza Pump Station. He stated that the District drilled three test wells
last week and are working on testing this week. He shared that, over the next
six weeks, the District will be working on designing the dam and well and
determining how to bypass sewage. He noted that this project is estimated
to cost $2 million dollars.
Discussion followed regarding the project's timeline.
Mr. Esquer stated that the emergency work should be completed within 4-6
weeks.
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Vice Secretary Ooten inquired about the total dissolved solids (TDS) level.
Mr. Esquer stated that staff has not officially tested for TDS but that the water
appears to be very clear.
There was no further discussion, and the report was received.
D. CLOSING ITEMS
Procedural: 1. Oral Communications and Director Comments
President Scheafer commented that he attended a meeting regarding the
Brown Act, which states that elected officials cannot "like" a social media
post before sharing it.
There was no further discussion.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 9:40 A.M.
L
Art Perry M e Scheafe
Secretary President