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2025_06_10_study_sessionTuesday, June 10, 2025 Board of Directors Study Session Time: 9:00 a.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. *** 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 at publiccomment@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 Michael Scheafer, President Robert Ooten, Vice President Arthur Perry, Secretary Arlene Schafer, Vice Secretary Nicole Wiltshire, Director Subject 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.) Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Procedural B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. Subject 1. Public Comments Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Procedural C. CLOSED SESSION Subject 1. Closed Session CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9 of the Government Code: One case. Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type D. RECONVENE TO OPEN SESSION Subject 1. Reconvene to Open Session and Report of any Reportable Action Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type E. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: David Griffin, Code Enforcement Officer Date: June 10, 2025 Subject: Receive and File May 2025 Code Enforcement Officer Report Summary This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trash container enforcement. For the month of May 2025, the CMSD Code Enforcement Officer (CEO) focused his efforts on patrols in various parts of the community. The goal is to identify and deter instances of scavenging and residential trash carts left within the public view. Recommendation That the Board of Directors receives and files this report. Analysis In the month of May, Officer Griffin observed 4 individuals searching in trash carts on Traverse, Grant, Lincoln, and Mission Dr. All individuals were advised of the District's scavenging law and given verbal warnings before they went on their way. In the month of May, Officer Griffin issued 153 first warnings notices (yellow tag) to residential properties for having their trash carts in public view. Officer Griffin did not observe graffiti on trash carts in the months of May. To address resident concerns, Officer Griffin is patrolling streets by 6:30 a.m. Legal Review Not applicable. Environmental Review Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not constitute a project under CEQA or the District’s CEQA Guidelines. Financial Review Officer Griffins' activities are funded in the adopted budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the June 10, 2025, Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments Code Enforcement Officer Report May 2025.pdf (606 KB) Subject 1. Receive and File May 2025 Code Enforcement Officer Report Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Receive and File E. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Marissa Pereyda, Senior Management Analyst Date: June 10, 2025 Subject: Update on CR&R Invoices Summary At the May 27, 2025, Board of Directors meeting, the Board discussed the District's inability to submit payment for CR&R recycling and landfill invoices due to tonnage discrepancies, inconsistent diversion reporting, and missing weight tickets. Julie Barreda, CR&R Senior Regional Vice President, attended the meeting to answer questions from the Board. The Board of Directors requested an update at the next Board Study Session on June 10, 2025. Recommendation That the Board of Directors receive and file this report. Analysis The District has been unable to submit payment for the February, March, and April recycling charges, as well as "reissued" December and January recycling invoices, and the March and April landfill (Costa Mesa) charges due to tonnage discrepancies on CR&R's invoices. In addition, pending invoice corrections from CR&R indicate that invoices will be reissued for all three waste streams (recycling, landfill, and organics) dating back to October 2024 due to misapplied and incorrect charges billed to the District's recycling invoices. District staff first notified CR&R of recycling invoice discrepancies and missing weight tickets in February 2025. In March 2025, CR&R informed District staff that they would need to review recycling invoices back to the beginning of the Three-Cart Rollout. Each month, CR&R continued to submit new invoices with tonnage discrepancies and errors, without resolving previous months' invoices. During the May 27, 2025, Board meeting, the Board of Directors requested an update on this matter at the June 10, 2025, Board Study Session. At the time this staff report was prepared, the District had received an updated diversion report and one corrected invoice for April landfill charges. CR&R has indicated that eleven corrected invoices, including recycling, landfill, and organics charges, dated October 2024 through March 2025, are forthcoming. Once corrected invoices are received, District staff will need to compare with weight tickets, also forthcoming, and the updated diversion report prior to submitting a payment request to the Board. Julie Barreda, CR&R Senior Regional Vice President, and Mike Carey, CR&R Senior Sustainability Manager, will provide the Board with an oral update. Legal Review Not applicable. Environmental Review Review of CR&R billing and reporting 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 Sufficient funds are available in the adopted FY 2024-25 budget for the pending CR&R invoices. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the June 10, 2025, Board of Directors Study Session 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. Subject 2. Update on CR&R Invoices Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Discussion, Receive and File E. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Gina Terraneo, Senior Management Analyst Date: June 23, 2025 Subject: Consider Approving Contribution Program Application for Concerts in the Park in the amount of $3,000 Summary On July 31, 2013, the Board of Directors approved implementing new procedures for sponsoring organizations and/or events. Staff is presenting the Board of Directors with a Contribution Program Eligibility Application to provide a Supporting Sponsorship of $3,000 for the Concerts in the Park series on July 8, 15, 22, and 29, 2025. Recommendation That the Board of Directors: 1. Approve the contribution application requesting a $3,000 sponsorship for the Concerts in the Park series of events; and 2. Make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, source separation, and wastewater collection through educational information and activities provided at the District's event booth. Analysis According to the procedures implemented on July 31, 2013, the Board of Directors must do the following in order to determine if a contribution should be made: Subject 3. Consider Approving Contribution Program Application for Concerts in the Park in the amount of $3000 Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Action, Receive and File Preferred Date Jun 10, 2025 Absolute Date Jun 23, 2025 Fiscal Impact Yes Dollar Amount $3,000.00 Budgeted Yes Budget Source 10-100100-4420 & 20-100100-4420 (Public Information/Education/Community Promotions Sponsorships) Recommended Action That the Board of Directors: 1. Approve the contribution application requesting a $3,000 sponsorship for the Concerts in the Park series of events; and 2. Make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, source separation, and wastewater collection through educational information and activities provided at the District's event booth. Goals 5.7 Community Outreach & Communications - Provide workshops, educational events and special events 5.5 Community Outreach & Communications - Use clear messaging and education to engage the community in District programs and activities 5.2 Community Outreach & Communications - Offer sustainable promotional products 5.0 Community Outreach & Communications 4.7 Partnerships - Participate in community events to increase visibility 4.0 Partnerships 4.1 Partnerships - Build relationships with local agencies, small businesses, and non-profit agencies to promote sustainable practices Establish the purpose the District is trying to serve by contributing. This purpose must be established as one of the District’s statutory powers or a power that would be incidental to those purposes. For example, District purposes include solid waste collection, recycling, source separation, wastewater collection, and preventing sanitary sewer overflows (SSOs). Describe how the contribution will advance the District's purpose. Regarding these criteria, the Concerts in the Park sponsorship may serve the purpose of increasing District visibility by providing a community booth where District staff can promote and educate the public about the importance of recycling, source separation, and wastewater collection. At each concert in the series, District staff can host various educational activities, including engaging waste sorting and wastewater related games. These activities will promote District programs, such as the Organics Recycling Program, Household Hazardous Waste Collection Program, FOG Prevention, and the Sewer Inspection Rebate Program. Additionally, District staff will use this opportunity to educate residents about the 3-Cart curbside collection system and display the black/landfill, blue/recycling, and green/organics carts. To support these outreach efforts, CMSD will distribute sustainable giveaways and display educational materials. As stated in the attached documents, the Support Sponsorship of $3,000 includes the following: CMSD name/logo on event banners CMSD name/logo included on marketing and social media ads Vendor booth (10x10 space with 1 table and 2 chairs Additionally, recycling containers will be made available at the event. The District has sponsored the Concerts in the Park event series at the Gold level of $2,500 from 2014-2019 and in 2022-2024. Due to the pandemic, the event series was not held in 2020. In 2021, the event was held as a single concert and the District was unable to participate due to receiving late notice about the event. Under the previous sponsorship structure, the Gold level sponsorship of $2,500 included MC recognition during the event and 1 preferred parking spot. The new sponsorship structure places these benefits at the Event Sponsor level of $5,000, along with an ad in the City's Spotlight magazine. While the District can afford the $5,000 sponsorship level, it would consume the majority of the $7,000 sponsorship budget for Fiscal Year 25-26, therefore staff is not recommending this sponsorship amount. Legal Review Not applicable. Environmental Review The consideration of a monetary contribution to a non-profit organization to be used as a vehicle for promoting the District is an administrative matter and is not a disturbance of the environment, similar to grading or construction, and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review There are sufficient funds in the proposed FY 25-26 Solid Waste and Wastewater Public Info/Education/Community Promotions accounts for this sponsorship. There is a total of $7,000 budgeted in FY 25-26, with half ($3,500) in the solid waste fund and half ($3,500) in the wastewater fund. If approved, the sponsorship will be paid after July 1, 2025 (the start of FY 25-26) and the $3,000 sponsorship amount will be split in half between solid waste and wastewater funds. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the June 10, 2025 Board of Directors Study Session Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Determine that no purpose exists for providing a sponsorship for the Concerts in the Park events. 2. Approve an alternative sponsorship level of $1000 or $5000. (Note: See attached "Sponsorship and Event Information" for descriptions of alternate sponsorship amounts.) File Attachments Contribution Application.pdf (622 KB) Sponsorship and Event Information.pdf (7,562 KB) E. ITEMS OF STUDY To: Board of Directors From: Scott Carroll, General Manager Date: June 10, 2025 Subject: Receive and File Enhanced Public Accessibility, Customer Response, and Employee Satisfaction Through Technology Summary The Costa Mesa Sanitary District (CMSD) has made significant strides in leveraging technological advances to improve public accessibility, enhance customer service, and support staff well-being. These efforts have not only streamlined operations but also led to increased staff satisfaction and a better work-life balance. Recommendation That the Board of Directors receive and file this report. Analysis As technology continues to advance, residents now expect and rely on convenient, flexible access to services through a variety of platforms. CMSD has adapted to these expectations by integrating a mix of in-person, phone, electronic, and digital tools, along with virtual meetings. This approach not only enhances operational efficiency but also improves customer service, supports employee well-being, and optimizes resource management across the organization. Below is an overview of the key technological innovations and their impact. A. Increased Public Accessibility and Improved Customer Response CMSD’s adoption of modern technology has transformed how residents interact with the District. Key developments include: 1. Online Services: CMSD now offers a range of online services, such as plan check reviews, sewer permit issuance, and the ability for residents to make payments online. This has dramatically reduced in-person visits to headquarters, with only one to three visitors per week, typically for sewer plan checks. 2. Virtual Communication: The integration of Zoom with AI Companion for phone services, meetings, and collaboration has improved flexibility, supporting staff who work remotely by ensuring they maintain full access to communication tools. The AI companion enhances staff efficiency by automating note-taking, generating meeting summaries and providing real-time transcriptions. 3. Streamlined Public Communications: A new citizen request app has simplified how residents submit service requests and report issues, significantly reducing staff time spent on phone calls and improving overall service efficiency. Additionally, the app provides valuable data for tracking request trends, response times, and service areas. 4. Cloud-Based Systems: CMSD’s transition to cloud-based finance and performance management systems has improved reporting, payroll, and performance evaluations. Employees now have secure access to essential systems from anywhere, enhancing productivity and reducing the need for on-site presence. These advancements have contributed to smoother operations and a more accessible service delivery model, with residents benefiting from 24/7 access to services and the convenience of managing requests and payments online. B. Improved Customer Response Time Subject 4. Receive and File Enhanced Public Accessibility, Customer Response, and Employee Satisfaction Through Technology Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Receive and File Goals 5.0 Community Outreach & Communications 5.6 Community Outreach & Communications - Enhance communications platforms 6.0 Administrative Management 6.7 Administrative Management - Optimize the use of technology to drive efficiency, productivity, and customer service 7.0 Human Resources Management 7.5 Human Resources Management - Maintain high level of employee satisfaction 7.10 Human Resources Management - Utilize technology to streamline processes Through the technological upgrades, CMSD has reduced service response times across multiple touchpoints: 1. Digital Documentation: The move to digital signatures and cloud-based document management has expedited approvals and paperwork processing, improving overall turnaround times. 2. Faster Scheduling: The online scheduling system for sewer inspections allows residents to directly select times that suit them, cutting down on phone calls and back-and-forth coordination. 3. Automated Systems: The automated performance evaluation system and online payment integration have streamlined back-office processes, reducing administrative bottlenecks and allowing staff to focus more on customer service. C. Enhancing Staff Well-being and Work-Life Balance The ability to work remotely, facilitated by advancements like virtual private network (VPN) access, cloud systems, and virtual meetings, has greatly improved staff flexibility. CMSD has implemented a hybrid work model, allowing employees at HQ to work from home part-time, which has had a positive impact on employee well-being: 1. Flexibility: Employees now have more control over their work schedules, which helps to reduce stress and improve overall work-life balance. A 2022 Harvard Business Review study found employees with access to flexible work arrangements experienced a 29% decrease in burn out and a 53% increase in productivity. In the 2024 CMSD Employee Engagement Survey, 84% of employees believes CMSD promotes a healthy work-life balance. 2. Increased Job Satisfaction: Employees have reported greater autonomy and reduced work-related stress due to these flexible arrangements. This shift has contributed to higher morale and job satisfaction across the organization. In the 2024 CMSD Employee Engagement Survey, 89.5% of employees indicated CMSD is a good place to work. The average years of employee tenure at CMSD is 7.4 years, which is longer than the average tenure of local government employees in California of 6.4 years and longer than the overall public sector average of 6.2 years. CMSD average years of employee tenure is significantly longer than the private sector average of 3.5 years (source: Bureau of Labor Statistics). 3. Reduced Commuting Stress: With remote access to necessary resources, employees no longer face the daily burden of commuting, which enhances mental well-being and work-life balance. D. Looking Ahead: Future Technological Advancements CMSD is committed to continuous improvement, and upcoming technological initiatives include: 1. Electronic FOG Permits: Transitioning the Fats, Oils, and Grease (FOG) permitting process to an electronic system will save both time and costs associated with printing, mailing, and handling permits. 2. Sewer Inspection Rebate Program (SIRP): Further digitalization of this program will streamline processes and make it more accessible to residents and staff alike. Conclusion Through strategic technology implementations, CMSD has not only enhanced service accessibility for residents but also improved operational efficiency, response times, and employee satisfaction. These advancements contribute to a healthier work environment for staff while ensuring that CMSD continues to provide high-quality service to the community. In CMSD's 2023 Communitywide Public Engagement Survey, 91% of the residents surveyed indicated they are satisfied with the overall job CMSD is doing. Moving forward, CMSD will continue to innovate to meet the evolving needs of both residents and employees. Legal Review Not applicable Environmental Review Implementing technological innovations to enhance public accessibility, customer service and employee satisfaction 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 On going investment of the technological innovations through licensing fees is less than $100,000 a year. A breakdown of the cost is below is in the FY 2025-26 Budget. Online Services (Cityworks permits and inspections) 29,000 Virtual Communications (Zoom) 9,800 Streamlined Public Communications (GoGov) 5,000 Cloud Based System (Springbook) 33,000 Digital Documentation (Docusign) 6,630 Flexible Work Schedule (SonicWall) 3,500 TOTAL: $ 86,930 Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the June 10, 2025 Board of Directors Study Session Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. F. CLOSING ITEMS Subject 1. Oral Communications and Director Comments Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type F. CLOSING ITEMS The next Study Session of the Costa Mesa Sanitary District Board of Directors will be held at 9:00 a.m. on Tuesday, July 8, 2025 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626. Subject 2. Adjournment Meeting Jun 10, 2025 - Board of Directors Study Session Access Public Type Procedural