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Minutes - Board - 2025-04-08COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIlmECTORS STUDY SESSION ApRm 08, 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/Pubhc Information Officer), Gina Terraneo (Senior Management Analyst), Dyana Bojarski (Administrative Services Manager), Kaitlin Tran (Finance Manager), Mark Esquer (District Engineer), John Gonzalez (Wastewater Maintenance Manager), David Griffin (Code Enforcement Officer), Tony Gomez (Wastewater Maintenance Supervisor), Jesse Blakely (Wastewater Maintenance Supervisor) Others present None 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 APRIL 08, 2025 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Action, Discussion: 1. Southern California Waste Management Forum Spring Conference Update Recommendation: That the Board of Directors receives and files this report. General Manager, Scott Carroll, requested to pull this item from the agenda and postpone its discussion to a future meeting. There was no further discussion, and President Scheafer proceeded to Item C2. Action, Discussion: 2. Receive Summary of Staffs Attendance to the Water & Wastewater Equipment, Treatment & Transport Show in Indianapolis, Indiana from February 16-19, 2025 Recommendation: That the Board of Directors receives and files this report. Wastewater Maintenance Supervisor, Jesse Blakely, presented general information about the Water and Wastewater Equipment, Treatment and Transport (WWETT) conference and noted that staff learned about advancements in remote monitoring, artificial intelligence, geographic information systems (GIS), and asset management upgrades. Secretary Perry inquired about upgrades to the District's GIS. Vice Secretary Ooten asked if the District could use artificial intelligence to improve closed-circuit televised (CCTV) data and help reduce the cost associated with closed-circuit televising the wastewater system. Discussion followed regarding the proposed budget for upgrading CCTV equipment. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 08, 2025 President Scheafer requested for staff to draft a priority list of the main lessons from the conference for the purposes of strategic planning. He expressed support for using a fisheye CCTV camera and video/security camera for monitoring of the pump stations. Discussion followed regarding manhole data and maintenance. Wastewater Maintenance Supervisor, Tony Gomez, presented additional information about the conference. He recommended to continue the District's participation in the WWETT conference and to consider applying the lessons learned towards District operations. Vice President Ooten asked how many pump stations have smart covers. Mr. Gomez stated that there are currently 12 smart covers. Mr. Carroll noted that the District is in the process of implementing more smart covers. Mr. Gomez discussed the District's Supervisory Control and Data Acquisition (SCADA) system, messaging system, and pump station maintenance. President Scheafer discussed the Special District Risk Management Authority's (SDRMA) Safety Program. Vice Secretary Schafer complimented District staff for attending the conference. There was no further discussion, and the report was received. Action, Receive and File: 3. Receive and File March 2025 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and files this report. Code Enforcement Officer, David Griffin, presented report details. He noted that seven instances of scavenging were addressed and 147 violation notices were issued for trash carts in public view. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 08, 2025 Discussion followed regarding areas of focus and recurring notices. There was no further discussion, and the report was received. Action, Discussion: 4. Preparing the Fiscal Year 2025-30 Strategic Plan Recommendation: That the Board of Directors provide direction to staff. Mr. Carroll presented the proposed 2025-2030 Strategic Plan for the Board's review and edits. He shared changes to the core values and strategic elements. The Board expressed support for the proposed strategic elements. Mr. Carroll presented the objectives and tasks of the leadership element. Vice President Ooten suggested creating sub -tasks within the leadership section of the proposed 2025-2030 Strategic Plan. Mr. Carroll presented the objectives and tasks of the wastewater infrastructure element. Discussion followed regarding the Sewer Inspection Rebate Program (SIRP) and the development of accessory dwelling units (ADU). Mr. Carroll presented the objectives and tasks of the solid waste element. Discussion followed regarding variable trash rates and Senate Bill (SB)1383 enforcement. Mr. Carroll presented the objectives and tasks of the emergency preparedness element and the partnerships element. Vice President Ooten suggested creating more detailed plans for partnership tasks that are ongoing. Discussion followed regarding installing a fire hydrant at the Rob Hamers Yard. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 08, 2025 Mr. Carroll presented the objectives and tasks of the communications element. President Scheafer suggested partnering with the Mesa Verde Living magazine as a potential outreach platform. Mr. Carroll presented the objectives and tasks of the human resources element. Vice President Ooten discussed Orange County Sanitation District's (OC San) safety trainings and resources. Wastewater Maintenance Supervisor, John Gonzalez, discussed the District's wastewater safety efforts and trainings. Vice President Ooten inquired about Orange County Waste and Recycle (OCWR) grants. Mr. Carroll presented the objectives and tasks of the finance element. Discussion followed regarding installing charging stations at District Headquarters. Mr. Carroll reviewed the 2025-30 Strategic Plan schedule. The Board commended staff for the work on the proposed plan. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments President Scheafer shared that a resident requested a newsletter article about recyclable plastics and asked how residents can locate their District division and representative. Ms. Middenway reminded the Board about the upcoming Special Meeting on Tuesday, April 15. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 08, 2025 There was no further discussion. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 11:00 A.M. Art Perry M e Scheafer Secretary President