2025_01_08_cacWednesday, January 8, 2025
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
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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 Jan 8, 2025 - Citizens Advisory Committee
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A. OPENING ITEMS
Member Position Term
Sue Lester
Chair 2023-25
Michael Tou Vice Chair 2024-26
Jeff Arbour Member 2023-25
Cindy Brenneman Member 2023-25
Xerxez Calilung Member 2024-26
Rosemarie Chora
Member 2024-26
Dickie Fernandez Member 2024-26
Dean Fisher
Member 2023-25
Ben Glassman
Member 2024-26
Craig Holmes
Member
2024-26
Paul Lancaster
Member
2024-26
Subject 2. Roll Call
Meeting Jan 8, 2025 - Citizens Advisory Committee
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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).
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Angela Colunga, Management Analyst I
Date: January 8, 2025
Subject: Approve the Citizens Advisory Committee Meeting Minutes of November 13, 2024
Summary
The recorded minutes of the November 13, 2024 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory
Committee for review and approval.
Analysis
Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on November 13, 2024.
Staff Recommendation
That the Citizens Advisory Committee approves the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of November 13,
2024
Meeting Jan 8, 2025 - Citizens Advisory Committee
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Type Action, Minutes
Recommended
Action
That the Citizens Advisory Committee approves the meeting minutes as presented.
Minutes View Minutes for Nov 13, 2024 - Citizens Advisory Committee
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Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 8, 2025 Citizens Advisory
Committee Meeting at District Headquarters and posted on the District’s 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_11_13_cac.pdf (134 KB)
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: January 8, 2025
Subject: Door-to-Door HHW Collection Program Report
Summary
Many common household products are hazardous and can pose a threat to the health of humans, animals, and the environment if they
are handled or disposed of incorrectly. Costa Mesa Sanitary District's Door-to-Door Household Hazardous Waste (HHW) Collection
Program allows customers to dispose of hazardous items safely and conveniently. Since July 1, 2018, 3,859 pickup requests have been
completed and 335,460 pounds of HHW have been collected under this program.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
On August 21, 2012, CMSD established a Door-to-Door HHW Collection Program for senior, immobile, and disabled customers.
Beginning in 2015, customers who were ineligible for the door-to-door program could take fluorescent light tubes and household
batteries to Orange Coast College (OCC) Recycling Center via a District sponsored program. In addition, other HHW could be taken to
one of Orange County Waste & Recycling's permanent HHW collection centers. Common HHW includes electronic waste, household
batteries, fluorescent lights, aerosol cans, household cleaners, antifreeze, motor oil, paint, pool chemicals, pesticides, and sharps.
Beginning July 1, 2018, CMSD expanded the Door-to-Door HHW Collection Program to all CMSD solid waste customers. Through this
program, customers may request up to three (3) HHW pickups per calendar year, with up to 25 gallons or 125 pounds of HHW allowed
per pickup. The District sponsored fluorescent tube and battery disposal program at OCC Recycling Center ceased on June 30, 2021.
The charts below illustrate pickup requests and pounds collected for each fiscal year since the Door-to-Door Program was expanded to
all CMSD solid waste customers on July 1, 2018. The charts distinguish between HHW collections and E-waste collections. E-waste
collections include items such as televisions, printers, cell phones, and small appliances. HHW refers to all other types of household
hazardous waste.
During FY 2023-24, HHW pickups were almost always scheduled within one week and minimal complaints were reported.
Fiscal Year Requests Completed Pounds Collected
FY 2018-19 467 50,860
FY 2019-20 561 43,860
FY 2020-21 664 51,220
FY 2021-22 542 42,940
FY 2022-23 821 62,340
FY 2023-24 804 84,240
3,859 335,460
Subject 2. Door-to-Door HHW Collection Program Report
Meeting Jan 8, 2025 - Citizens Advisory Committee
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Legal Review
Not applicable.
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Environmental Review
Consideration of the HHW Collection Program 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
administration or maintenance activities.
Financial Review
The Door-to-Door HHW Collection Program is provided by CR&R and funded through the District's contract with CR&R and the existing
solid waste rate structure.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 8, 2025, Citizens Advisory
Committee Meeting at District Headquarters and posted on the District's website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
HHW Pounds Collected and Requests Completed.pdf (420 KB)
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: January 8, 2025
Subject: Receive and File 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
Friday, December 13, 2024 was the last day of the three-cart roll out program where over 23,000 properties received one blue-lid
recycling cart to begin source separating trash, organics and recyclable materials. Before the roll-out program began, staff implemented
a comprehensive outreach campaign that lasted more than one year. Outreach efforts included information in the district's quarterly
newsletter, disseminating flyers and and having blue-lid cart of various sizes on display at special events that included Concerts in the
Park, Fish Fry, Earth Day, Eco Expo, etc. In addition, staff posted messages on various social media outlets including Facebook, X,
and Instagram.
District staff and CR&R have received complaints about the roll-out program. A total of 166 complaints were received during the two
and half month roll-out period However, the total complaints is less than 1% of the 23,196 carts delivered. The most common complaint
is that CR&R failed to remove the old mixed waste cart.
Mike Carey, of CR&R, will be providing additional information at tonight'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 January 8, 2025 Citizens Advisory
Committee Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information
Subject 3. Receive and File Report on the Three-Cart Roll Out Program
Meeting Jan 8, 2025 - Citizens Advisory Committee
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Type Discussion
Goals 2.0 Solid Waste
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: January 8, 2025
Subject: CR&R FY 2024-25 Annual Performance Review
Summary
Per Section 4.6 of the District's July 1, 2018, Agreement with CR&R Environmental Services (CR&R), the District shall prepare an
annual performance review of CR&R that evaluates residential services as well as administrative services, including report preparation,
accuracy, timeliness of transmittal, responsive to inquiries, database management, service levels, and helpfulness.
Recommendation
That the Citizens Advisory Committee receive and file the FY 2023-24 CR&R Annual Performance Review.
Analysis
Each year, staff conducts a performance evaluation of CR&R to determine contract compliance and performance satisfaction.
Performance is evaluated on the following grading scale: Excellent (E), Satisfactory (S), Unsatisfactory (U), and Not Applicable
(N/A). The evaluation term of CR&R's Annual Performance Review is July 1, 2023, to June 30, 2024.
The performance review found that CR&R demonstrated overall acceptable compliance for the year in review with five (5)
Unsatisfactory areas out of sixty-three (63) total performance categories. Per the Performance Review, District staff continues to
recommend CR&R with the expectation that the Unsatisfactory items are improved.
In total, CR&R received the following ratings: three (3) Excellent, forty-three (43) Satisfactory, five (5) Unsatisfactory, and twelve (12)
Not Applicable. A summary of CR&R's ratings is included below, with Excellent items listed in blue, Unsatisfactory items listed in red,
and Not Applicable items listed in gray. The attached Performance Review includes additional information for each item.
1. SERVICES TO BE PROVIDED AND TERM – ARTICLE 2
Rating:E:S: U:N/A:Services to Be Performed (2.1)
Rating:E:S: U:N/A:Term (2.2)
Rating:E:S: U:N/A:Ownership of Solid Waste (2.3.1)
Rating:E:S: U:N/A:Solid Waste Disposal (2.3.2)
Rating:E:S: U:N/A:Residue/Flow Control (2.3.3)
2. HAULER COMPENSATION – ARTICLE 3
Rating:E:S: U: N/A:Hauler Compensation (3.1)
Rating:E:S: U:N/A:Justification of Rates (3.2)
Rating:E:S: U:N/A:Most Favorable Rate (3.3)
Rating:E:S: U:N/A:Consumer Price Index Adjustments (3.4)
Rating:E:S: U:N/A: Landfill Charges (3.5)
Subject 4. CR&R FY 2023-24 Annual Performance Review
Meeting Jan 8, 2025 - Citizens Advisory Committee
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3. RECORDS, REPORTS, REVIEWS AND AUDITS – ARTICLE 4
Rating:E: S:U: N/A:Monthly Reports (4.1)
Rating:E:S: U:N/A:Waste Diversion (4.2)
Rating:E:S:U:N/A: Audit of Hauler (4.3)
Rating:E:S: U:N/A:Master Manifests (4.4)
Rating:E:S: U:N/A:Access to Site (4.5)
Rating:E:S: U:N/A:Annual Performance Review (4.6)
Rating:E:S: U:N/A:Audit Rights (4.7)
Rating:E:S: U:N/A:Corporate Structure (4.8)
4. OPERATIONS – ARTICLE 5
Rating:E:S: U:N/A:Containers (5.1)
Rating:E:S: U:N/A:Additional Container Charges (5.2)
Rating:E:S: U:N/A:Hauler’s Equipment (5.3)
Rating:E:S: U:N/A:Limitations on Solid Waste Collection (5.4)
Rating:E:S:U:N/A: Trash Accumulation (5.5)
Rating:E:S: U:N/A:Operations Manager (5.6)
Rating:E:S: U:N/A:Contract Liaison (5.7)
Rating:E: S:U:N/A:Customer Service Designee (5.8)
Rating:E:S: U:N/A:Office Hours (5.9)
Rating:E:S: U:N/A:Information Cards (5.10)
Rating:E:S: U:N/A:Driver Conduct/Uniforms (5.11)
Rating:E:S: U:N/A:Employment /Non-Discrimination (5.12)
Rating:E:S: U:N/A:Drug-Free Workplace (5.13)
Rating:E:S: U:N/A:Liaison (5.14)
5. INSURANCE, BONDS AND INDEMNIFICATIONS – ARTICLE 6
Rating:E:S: U:N/A:Contamination Monitoring (6)
Rating:E:S:U: N/A:Route Reviews and Waste Evaluations (6)
Rating:E:S: U:N/A:Indemnification of District (6.1)
Rating:E:S: U:N/A: CERCLA (6.2)
Rating:E:S: U:N/A:Bond (6.3)
Rating:E:S: U:N/A:Public Liability and Property Damage Insurance
(6.4)
Rating:E:S: U:N/A:Worker’s Compensation Insurance (6.5)
6. DEFAULT AND DAMAGES – ARTICLE 7
Rating:E:S:U:N/A: Default (7.1)
Rating:E:S:U:N/A: Franchise Alternative (7.2)
Rating:E:S:U: N/A:Liquidated Damages (7.3)
7. COLLECTION SCHEDULE – ARTICLE 8
Rating:E:S:U: N/A:Frequency of Collection (8.1)
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Rating:E:S:U:N/A: Schedule of Collections (8.2)
Rating:E:S: U:N/A:Days/Hours of Collection (8.3)
Rating:E:S: U:N/A:Disruption of Schedule (8.4)
8. SPECIAL PROGRAMS – ARTICLE 9
Rating:E:S: U:N/A:Christmas Tree Collection (9.1.1)
Rating:E:S:U:N/A: Excess Boxes & Household Furnishings (9.1.2)
Rating:E:S: U:N/A:Large Item Pickup (9.1.3)
Rating:E:S:U:N/A: Alkaline Battery Recycling Program (9.1.4)
Rating:E: S:U:N/A:Household Hazardous Waste Program (9.1.5)
Rating:E: S:U:N/A:Annual Compost Event (9.1.6)
Rating:E:S: U:N/A:Roll-out Service for Seniors/ADA Residents (9.1.7)
Rating:E:S: U:N/A:Valet Service (9.1.8)
Rating:E:S: U:N/A:Education Programs (9.2)
Rating:E:S: U:N/A:Community Outreach Programs (9.3)
Rating:E:S: U:N/A:Tours of the Site (9.4)
9. MISCELLANEOUS – ARTICLE 10
Rating:E:S:U:N/A: Non-Assignability (10.1)
Rating:E:S:U:N/A: Venue (10.2)
Rating:E:S: U:N/A:Compliance with All Laws (10.3)
Rating:E:S: U:N/A:License and Permits (10.4)
Rating:E:S:U:N/A: Severability (10.5)
Rating:E:S: U:N/A: Integration (10.6)
Total
Ratings:
E: 3 S: 43 U: 5 N/A: 12
The FY 2023-24 Annual Performance Review will be presented to the Board of Directors at the January 27, 2025, Board of Directors
meeting.
Legal Review
Not applicable.
Environmental Review
Consideration of CR&R's annual performance review 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
administration or maintenance activities.
Financial Review
There is no financial impact for conducting the FY 2023-24 Annual Performance Review of CR&R since the review is conducted by
District staff.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packed for the January 8, 2025, Citizens Advisory
Committee Meeting held at 290 Paularino Avenue and posted on the District's website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
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File Attachments
CR&R 2023-24 Performance Review 12.31.2024.pdf (418 KB)
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: January 8, 2025
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 on November 13, 2024. On November 13, 2024, staff informed the CAC the proposed adjustments to fixture and plan check fees
were not ready for review and comments. Staff anticipated the proposed adjustments would be ready for tonight's meeting.
Recommendation
That the Citizens Advisory Committee receive and file this report.
Analysis
On November 19, 2024, the district entered into an agreement with Robert D. Niehaus, Inc (RDN) for $39,900. RDN is still performing
the study to determine the recommended adjustments to fixture and plan check fees. The study's findings will be presented to the CAC
at your March 12, 2025 meeting.
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 January 8, 2025 Citizens Advisory
Committee Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
Subject 5. Review proposed adjustments to fixture and plan check fees and recommend
Board adoption (Strategic Goal No. 8.2.2)
Meeting Jan 8, 2025 - Citizens Advisory Committee
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C. CLOSING ITEMS
Subject 1. Committee Member Comments
Meeting Jan 8, 2025 - Citizens Advisory Committee
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C. CLOSING ITEMS
Subject 2. Board/Staff Comments
Meeting Jan 8, 2025 - Citizens Advisory Committee
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C. CLOSING ITEMS
The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, March 12, 2025 in the District's Boardroom,
located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 3. Adjournment
Meeting Jan 8, 2025 - Citizens Advisory Committee
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