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Minutes - Board - 2025-01-14COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JANUARY 14, 2025 Members present Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public Information Officer), Gina Terraneo (Senior Management Analyst), Dyana Bojarski (Administrative Services Manager), Marissa Pereyda (Senior Management Analyst), David Griffin (Code Enforcement Officer), Kaitlin Tran (Finance Manager), Angela Colunga (Management Analyst I) Others present Charles Springer, City of Newport Beach Mike Carey, CR&R Representative Meeting called to order at 9:00 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 9:00 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Ooten, Secretary Perry, Vice Secretary Schafer, and Director Wiltshire were present. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2025 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. Receive and File December 2024 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, David Griffin, presented report details. He discussed scavenging and trash carts in public view. Discussion followed regarding cardboard recycling and Christmas Tree collection. There was no further discussion, and the report was received. Action, Receive and File: 2. Door -to -Door HHW Collection Program Report Recommendation: That the Board of Directors receive and file this report. Senior Management Analyst, Marissa Pereyda, provided report details. Secretary Perry asked if the District receives diversion credit for household hazardous waste (HHW). Ms. Pereyda stated that she will inquire with the County of Orange about HHW diversion data. Discussion followed regarding types of HHW including lightbulbs, televisions, and batteries. President Scheafer suggested featuring the HHW Collection Program in the District newsletter. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2025 Discussion followed regarding fire suppression systems in CR&R trash trucks. There was no further discussion, and the report was received. Action, Receive and File: 3. CR&R FY 2023-24 Annual Performance Review Recommendation: That the Board of Directors receives and files the FY 2023-24 CR&R Annual Performance Review. Ms. Pereyda provided report details. She stated that CR&R received 3 excellent ratings, 43 satisfactory ratings, and 5 unsatisfactory ratings. She noted the unsatisfactory areas of the review. Secretary Perry inquired about CR&R's Fiscal Year 2022-23 Annual Performance Review. Ms. Pereyda stated that they received 2 excellent ratings and 2 unsatisfactory ratings last year. She added that the unsatisfactory ratings have since been changed to satisfactory ratings. President Scheafer commented that a "satisfactory rating" is not a negative rating. He stated that it means CR&R met their contracted expectations. Discussion followed regarding CR&R's unsatisfactory rating for hauler compensation. Secretary Perry recommended that the Solid Waste Ad Hoc Committee discusses CR&R's unsatisfactory ratings. Discussion followed regarding standing committees and Board input on CR&R's performance review. Ms. Pereyda continued presenting the unsatisfactory areas of CR&R's performance. CR&R representative, Mike Carey, commented that it is challenging for CR&R to prepare their monthly data for submittal by the District's due date. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2025 Discussion followed regarding CR&R's deadline for submitting their monthly reports. Ms. Pereyda discussed CR&R's rating for route reviews, waste evaluations and liquidated damages. President Scheafer suggested reviewing CR&R's largest areas of improvement regarding liquidated damages. Secretary Perry recommended that the Solid Waste Ad Hoc Committee works with CR&R to make adjustments and improve their performance. Ms. Pereyda discussed CR&R's frequency of missed trash collections. Discussion followed regarding missed collections and route schedules. Mr. Carey noted that if a customer self -reports that they did not place their cart out for collection, then it is considered a courtesy pickup and not as a missed trash collection. President Scheafer noted that the rate of missed trash collections may increase in the next CR&R performance review due to the Three -Cart Rollout. Ms. Pereyda discussed CR&R's excellent ratings including customer service, the Household Hazardous Waste (HHW) Collection Program, and the annual compost event. Discussion followed regarding HHW collection events and battery collection at the Orange Coast College (OCC) Recycling Center. There was no further discussion, and the report was received. Discussion: 4. Holiday Closure Recommendation: That the Board of Directors approve the proposed office closure from December 26 through December 31. Administrative Services Manager, Dyana Bojarski, presented report details. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2025 President Scheafer inquired about data on customer traffic during the timeframe of the proposed office closure. Ms. Bojarski stated that staff have kept unofficial logs of calls and visitors each year and the volume is very low. President Scheafer confirmed that staff would be required to use their leave time or choose "leave without pay" for this holiday closure. Discussion followed regarding the different types of leave time. Secretary Perry stated that he does not support this proposition unless staff is willing to change their current work schedule. Ms. Bojarski noted that the proposed closure has no financial impact on the District. Secretary Perry stated that the field staff should be working during this timeframe. Ms. Bojarski noted that the field staff would be on standby and responding to emergencies. President Scheafer requested for historical data on customer activity during this time of the year. Mr. Carroll stated that the City of Costa Mesa and the City of Newport Beach are closed during this time frame, which affects the District's permitting activities. He added that staff will present more information on this item at the next Study Session. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments None. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 14, 2025 Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:07 A.M. Art Perry Secretary Mike Scheafe President