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2025_07_09_cacWednesday, July 9, 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 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 Subject :1. Call to Order Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type : A. OPENING ITEMS Subject :2. Roll Call Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Procedural Public Content Member Position Voting Division Term Sue Lester Chair 5 2025-2027 Michael Tou Vice Chair 3 2024-2026 Jeff Arbour Member 1 2025-2027 Cindy Brenneman Member 3 2025-2027 Xerxez Calilung Member 5 2024-2026 Rosemarie Chora Member 4 2024-2026 Craig J. Holmes Member 1 2024-2026 Birger "Dickie" Fernández Member 2 2024-2026 Paul R. Lancaster Member 4 2024-2026 Brooke Natzke Member 4 2025-2027 Shayanne Wright Member 5 2025-2027 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). Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Procedural Public Content B. ITEM Subject :1. Consider Appointing Chair and Vice Chair for FY 2025-26 and FY 2026-27 Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Action Recommended Action :That the Citizens Advisory Committee appoint two members to serve as chair and vice chair for the 2025/26 and 2026/27 fiscal years Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: July 9, 2025 Subject:Consider Appointing Chair and Vice Chair for FY 2025-26 & FY 2026-27 Summary According to Section C.1. of CMSD's , Citizens Advisory Committee (CAC), the CAC shall elect Administrative Policy No. 60.00 members to serve as Chair and Vice Chair, for a two year term. Election of officers will take place on the CAC's first meeting of every year. Recommendation That the Citizens Advisory Committee appoint two members to serve as chair and vice chair for the 2025/26 and 2026/27 fiscal years. Analysis The following past and current CAC members have served as chair and vice chair. 2018-19: Mike Carey, Chair and Albert Graham, Vice Chair 2020: Mike Cary, Chair and Elodie Katz, Vice Chair 2021-23: Elodie Katz, Chair and Sue Lester Vice Chair 2023-25: Sue Lester, Chair and Michael Tou, Vice Chair Legal Review Not applicable Environmental Review Appointing a chairperson and vice-chairperson to serve on an advisory body 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 financial impacts to the district for appointing a chairperson and vice-chairperson on the CAC Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the July 9, 2025, Citizens Advisory Committee meeting at District Headquarters and posted on the District's website at www.cmsdca.gov. Alternative Actions 1. Do not appoint a chairperson and direct staff to report back with more information. 2. Do not appoint a vice-chairperson and direct staff to report back with more information B. ITEM Subject :2. Approve the Citizen Advisory Committee Meeting Minutes of May 21, 2025 Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Action (Consent), Minutes Recommended Action :That the Citizens Advisory Committee approve the meeting minutes as presented. Minutes :View Minutes for May 21, 2025 - Citizens Advisory Committee Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Angela Colunga, Management Analyst I Date: July 9, 2025 Subject: Approve the Citizens Advisory Committee Meeting Minutes of May 21, 2025 Summary The recorded minutes of the May 21, 2025Citizens Advisory Committee Meeting Minutes are hereby submitted to the Citizens Advisory Committee for review and approval. Staff Recommendation That the Citizens Advisory Committee approve the meeting minutes as presented. Analysis Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting Minutes of May 21, 2025. Legal Review Not applicable. Environmental Review Consideration of public meeting minutesis 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. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the July 9, 2025Citizens Advisory Committee Meeting at District Headquarters and posted on the Districts website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2025_05_21_cac.pdf (144 KB) Consent All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. B. ITEM Subject :3. Review of CMSD's Emergency Preparedness Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Discussion Goals :3.0 Emergency Preparedness Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: July 9, 2025 Subject:Review of CMSD's Emergency Preparedness Summary For organizations like the Costa Mesa Sanitary District (CMSD), preparedness ensures critical services like wastewater collection and trash disposal continue operating during emergencies, preventing environmental hazards and public health risks. Having clear emergency plans, communication systems, and trained personnel in place allows for faster, more organized responses that reduce confusion and improve coordination among agencies and the public. The following is a summary of how CMSD is being prepared for emergencies. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis Communications CMSDs Emergency Operations Center (EOC), located at District Headquarters, serves as the central hub for coordinating resources, information, and decision-making during emergencies. The EOC is equipped with landline telephones, enabling staff to communicate directly with other local and regional EOCs, including those of the City of Costa Mesa, City of Newport Beach, Mesa Water District, and the Water/Wastewater Emergency Response Organization of Orange County (WEROC), among others. Additionally, CMSD utilizes the Countys 800 MHz radio system, which facilitates direct agency-to-agency communication. CMSD also participates in the Countys WebEOC program, a web-based emergency information management system used to share real-time information and coordinate response and recovery efforts. Finally, CMSD participates in the federal Government Emergency Telecommunications Services (GETS) and Wireless Priority Services (WPS), which are priority telecommunications programs designed to ensure essential personnel can communicate during emergencies. GETS and WPS provide priority access for landline and cellular calls. Training Personnel CMSD staff are trained to follow Californias Standardized Emergency Management System (SEMS) and the federal National Incident Management System (NIMS), both of which are designed to effectively manage emergencies involving multiple jurisdictions and agencies. Training is conducted both internally and externally in coordination with partner agencies, as outlined below: Internal Training Held at one of the Districts pump station wet Confined Space Entry Training with the Costa Mesa Fire Department: wells, this hands-on training allows personnel from both agencies to refine their skills and learn best practices for safely entering and working in confined spaces. CSTI offers emergency management training, including EOC section-California Specialized Training Institute (CSTI): specific instruction delivered by CSTI instructors at the County of Orange EOC in Silverado. Conducted monthly by the Orange County Sheriffs Department, these radio checks ensure 800 MHz Radio Checks: communication system functionality and also serve as training for staff on proper radio operation. Training opportunities are offered by federal and state organizations, including CalOES, the State and Federal Training: Department of Homeland Security, Cybersecurity and Infrastructure Security Agency, and the Federal Emergency Management Agency (FEMA). Gathering of 36 member agencies to exchange information, coordinate efforts and align WEROC Coordination Meeting: strategies to ensure effective emergency response and recovery during large scale disasters. Typically, the coordination meetings occur monthly. Hazard Mitigation Strategies Hazard mitigation strategies are proactive measures designed to reduce the long-term risk and impact of disasters on people, property, and critical infrastructure. The following strategies have been implemented or are currently underway: Reliable backup power is essential for wastewater pump stations during power Backup Power at Pump Stations: outages. Eight of the Districts twenty pump stations are equipped with either a dedicated generator or bypass pump installed on-site. The remaining twelve stations are supported by dedicated portable generators stored at the Rob Hamers Yard. Staff have completed fuel consumption calculations to determine refueling intervals for both generators and bypass pumps. To prevent tipping during seismic events, all twenty pump station electrical enclosures Secured Electrical Enclosures: have been bolted securely to their foundations. CMSD has acquired three specialized trailers equipped with motorized reels for Portable Layflat Hose System: deploying and retrieving nearly 8,000 feet of 12-inch layflat hose. This system is designated for emergency bypass operations at the Elden Pump Station. Additionally, eleven camlock fittings and elbows have been procured to support the setup. CMSD is planning to install redundant forcemain pipelines at all pump stations. These Redundant Forcemain Pipelines: secondary pipelines provide an alternative wastewater conveyance route in the event of a failure or disaster affecting the primary forcemain, ensuring service continuity and maintaining operational capacity. Currently, the Iowa and 19th Street Pump Stations have redundancy pipeline. A redundant forcemain for the Mendoza Pump Station will be completed by the end of summer 2025 and designs for the Elden Pump Station Redundancy Project will be completed soon. Legal Review Not applicable Environmental Review Reviewing emergency preparedness protocols and procedures 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 CMSD budgets $11,000 annually for emergency preparedness related expenses including radio operating fee, equipment and supplies. Cost for external training from state and federal organizations are funded by the Urban Area Security Initiative (USASI), which is a federally funded program under the Homeland Security Grant Program managed by FEMA. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the July 9, 2025, Citizens Advisory Committee meeting at District Headquarters and posted on the District's website at www.cmsdca.gov Alternative Actions 1. Direct staff to report back with more information. B. ITEM Subject :4. 2025 Compost Giveaway and Shredding Event Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Receive and File Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Marissa Pereyda, Senior Management Analyst Date: July 9, 2025 Subject: 2025 Compost Giveaway and Shredding Event Summary The District's annual Compost Giveaway and Shredding Event was held on Saturday, May 31, 2025, in partnership with CR&R Environmental Services and Orange Coast College. This annual event gives District customers the opportunity to pick up two free 30-pound bags of compost and an Organics Recycling kitchen pail, and drop off up to five standard file boxes of paper per household for shredding. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis The District's Compost Giveaway and Shredding Event was held on Saturday, May 31, 2025, from 8:00 a.m. to 12:00 p.m. at Orange Coast College's Parking Lot K. This is the second year the District held this event at Orange Coast College (OCC), and the District continues to find that OCC Parking Lot K is a good location for the event. In addition to assisting District staff with reserving the parking lot, OCC provided two electronic message boards to display event details. This year, eleven (11) District staff members, two (2) Citizens Advisory Committee volunteers, and eight (8) CR&R staff members worked the event, directing traffic, verifying identification, distributing kitchen pails and educational material, unloading paper from vehicles, loading compost bags into vehicles, and assisting with event set-up and tear-down. In addition to providing staff and assisting with OCC coordination,CR&R provided two shredding trucks, a forklift to move the compost, and 1,680 bags of compost. This year, the District distributed all 1,680 bags (50,400 pounds) of compost, handed out over 400 kitchen pails and "What Goes Where" flyers, and collected 11,000 pounds of paper, serving over 750 drive-thru customers. The event flyer, bill insert distributed in partnership with Mesa Water District, social media posts promoting the event, and event photos are attached to this report. Legal Review Not applicable. Environmental Review Receiving an update on the Compost Giveaway and Shredding Event 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 Sufficient funds were available in the FY 2024-25 budget for event costs, including staffing costs, food and water, and miscellaneous supplies like index cards. The cost for advertising, including a Mesa Water District bill insert and boosted social media posts, was covered by the SB 1383 Local Assistance Grant. Per the District's 2018 Agreement with CR&R, CR&R provided the compost and shredding trucks. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the July 9, 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 Compost-Shredding Event Flyer 2025.pdf (3,910 KB) Compost Giveaway Bill Insert 2025 (8.5 x 3.66 in).pdf (3,689 KB) Compost Giveaway Social Media 2025.pdf (5,903 KB) 2025 Compost Event Photos.pdf (8,252 KB) B. ITEM Subject :5. Fifth Annual Eco Expo Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Discussion Public Content To: Citizens Advisory Committee From: Noelani Middenway, CMC, District Clerk/PIO Date: July 9, 2025 Subject: Fifth Annual Eco Expo Summary The Costa Mesa Sanitary District (CMSD) will host its Fifth Annual Eco Expo on Wednesday, October 1, 2025, from 2:00 to 6: Staff requests input from the Citizens Advisory Committee (CAC) on the types of programs, exhibits, and promotional 30 p.m. items to feature at the event. Recommendation That the Citizens Advisory Committee provide staff with suggestionson the types of programs, exhibits and promotional items to be featured at the Eco Expo. Analysis The Fifth Annual Eco Expo will be held on Wednesday, October 1, 2025, at CMSD headquarters. The event date was moved from September to October to increase opportunities for student participation and to avoid conflicts with back-to-school activities. The event time has also been adjusted, now running from , to encourage broader attendance earlier in the day.2:00 to 6:30 p.m. In prior years, participants have included District staff, representatives from the Citizens Advisory Committee, the City of Costa Mesa, CR&R, Inside the Outdoors, the Orange County Gardening Club, Eco Now, and OC Coastkeeper. These groups have shared valuable information on SB 1383 requirements, proper organic waste disposal, wastewater best practices, and other public sustainability initiatives. CMSD is grateful for the generous raffle prizes received from our partners. The following are the 2024 Eco Expo raffle winners: Picnic Basket #1 Linda Slater Picnic Basket #2 Mabel Alazard Glass Food Containers Amy Mason $20EcoNow Gift Card Lynnsy Nguyen $25EcoNow Gift Card Elvira Torres Three-Compartment Trash Can Toshiko Valdes Toy Trash Truck Cora Uradomo Toy Trash Truck Kam Tang Staff is now seeking input from the CAC on additional tabletop displays, interactive programs, or promotional items that may enhance the Eco Expo experience. Legal Review Not applicable. Environmental Review Receiving an update on the Eco Expo 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 A total amount of $10,000 is budgeted for the Eco Expo. Public Notice Process Copies of this report are on file and included in the complete agenda packet for the July 9, 2025, Citizens Advisory Committee meeting at District Headquarters. The packet will also be posted on the Districts website. Alternative Actions Refer the matter back to staff for further review or revision. C. CLOSING ITEMS Subject :1. Committee Member Comments Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Presentation Public Content C. CLOSING ITEMS Subject :2. Board/Staff Comments Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Presentation Public Content C. CLOSING ITEMS Subject :3. Adjournment Meeting :Jul 9, 2025 - Citizens Advisory Committee Access :Public Type :Procedural Public Content The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, September 10, 2025 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.