Loading...
2025_09_10_joint_cac_boardWednesday, September 10, 2025 Joint Board of Directors and Citizens Advisory Committee Meeting 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, Noelani Middenway 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 :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type : A. OPENING ITEMS Subject :2. Roll Call Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting 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 Mike Scheafer, President Robert Ooten, Vice President Arthur Perry, Secretary Nicole Wiltshire, Director Shayanne Wright, Director 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 :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Procedural Public Content B. ITEM Subject :1. Approve the Citizens Advisory Committee Meeting Minutes of July 9, 2025 Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Action, Minutes Recommended Action :That the Citizens Advisory Committee approves the meeting minutes as presented. Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Senior Management Analyst Date: September 10, 2025 Subject: Approve the Citizens Advisory Committee Meeting Minutes ofJuly 9, 2025 Summary The recorded minutes of theJuly 9, 2025Citizens Advisory Committee Meetingare 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 onJuly 9, 2025. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. 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 September 10, 2025Joint Board of Directors and Citizens Advisory Committee Meetingat 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_07_09_cac.pdf (125 KB) B. ITEM Subject :2. Consider Approving Citizens Advisory Committee FY 2025-26 Workplan Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Action Recommended Action :That the Board of Directors and Citizens Advisory Committee: 1. Review and comment on the proposed FY 2025-26 Workplan 2. Approved the FY 2025-26 Workplan that include any amendments to the plan from tonight's meeting. Public Content To: Board of Directors and Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 10, 2025 Subject:Consider Approving Citizens Advisory Committee FY 2025-26 Workplan Summary On August 21, 2025, the general manager met with President Scheafer, CAC Chair Lester and CAC Vice Chair Tou to discuss the proposed FY 2025-26 Workplan for the Citizens Advisory Committee (CAC). Recommendation That the Board of Directors and Citizens Advisory Committee: 1. Review and comment on the proposed FY 2025-26 Workplan 2. Approved the FY 2025-26 Workplan that include any amendments to the plan from tonight's meeting. Analysis In accordance with the CAC Handbook, the CAC Chair will meet and consult with the Board President and General Manager to determine the District's goals and objectives for the following year and convey those needs to the CAC. On August 21, 2025, the general manager met with President Scheafer, CAC Chair Lester and CAC Vice Chair Tou to discuss the proposed FY 2025-26 Workplan for the Citizens Advisory Committee (CAC). Together, the group developed a workplan for the CAC and Board of Directors to consider approving, and the plan is now ready for review, comments and/or amendments, if any. Attached is the proposed FY 2025-26 Workplan for the CAC. Legal Review Not applicable Environmental Review Consideration for the FY 2025-26 CAC Workplan 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 adopting the workplan; however, there are some items identified in the proposed workplan that may have financial impacts to the district such as the proposed Waste Disposal Agreement with the County of Orange. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the September 10, 2025Joint Board of Directors and Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Do not adopt the FY 2025-26 Workplan and direct staff to report back with more information File Attachments 2025-26 CAC Workplan.docx (17 KB) B. ITEM Subject :3. Formulating Questions for the 2025 Communitywide Citizen Engagement Survey Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Discussion Goals :4.0 Community Outreach & Communications 4.1 Conduct community outreach survey Public Content To: Board of Directors and Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 10, 2025 Subject:Formulating Questions for the 2025 Communitywide Citizen Engagement Survey Summary Every two years, the District surveys 1,000 residents to gather feedback on the Costa Mesa Sanitary District (CMSD) and the services it provides. Citizen engagement surveys are valuable tools for measuring satisfaction and identifying opportunities for improvement. The most recent Communitywide Citizen Engagement Survey was conducted in 2023. Results from the survey can be found on the district's .website Recommendation That the Board of Directors and Citizens Advisory Committee formulate questions for the 2025 Communitywide Citizen Engagement Survey. Analysis On July 23, 2025, the District solicited proposals from qualified consultants to conduct a communitywide citizen engagement survey. Six proposals were received by the August 18 deadline, with costs ranging from $30,000 to $44,900. Staff is currently evaluating the proposals to determine the Best Value, after which the General Manager will execute an agreement. The engagement is anticipated to begin at the end of September, with results presented to the Board on December 15, 2025, and to the CAC on January 14, 2026. Tonight, staff is seeking direction from the Board and CAC regarding the types of questions you would like the consultant to ask the community. Legal Review Not applicable Environmental Review Formulating questions for the 2025 Communitywide Citizen Engagement Survey 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 is approximately $45,000 in the FY 2025-26 Budget for the Communitywide Citizen Engagement Survey Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the September 10, 2025Joint Board of Directors and Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Direct staff to report back with more information. B. ITEM Subject :4. 2025-26 Alkaline Battery Recycling Program Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Discussion Public Content To: Board of Directors & Citizens Advisory Committee Via: Scott Carroll, General Manager From: Angela Fatino, Management Analyst I Date: September 10, 2025 Subject: 2025-26 Alkaline Battery Recycling Program Summary The Alkaline Battery Recycling Program promotes recycling and environmental stewardship among local schools. It is the District's hope that students will apply these principles at home, educate their families, and become good stewards of the environment. Additionally, the program benefits the District through increased visibility within the community and the development of partnerships with local schools. This year, 20 schools have signed up for the District's Alkaline Battery Recycling Program. Recommendation 1. 2. 3. 4. 5. 6. 7. That the Board of Directors and Citizens Advisory Committee provide program feedback and suggestions. Analysis 20 schools within the District's service area signed up to participate in this year's program and have received their battery collection boxes. The program works as follows: 33 private and public schools within the District's service area are contacted in August to participate in the program. Schools that miss the sign-up deadline are recontacted by staff to encourage participation. Mercury Disposal Systems, Inc. (MDS) mails five battery recycling boxes to each participating school in September. Additional boxes are available upon request. CMSD delivers program signage to participating schools in September. MDS staff collects the battery boxes on the first Thursday of every month during the contest period starting in October. MDS tags the boxes with each school's name, weighs them, and sends District staff the total tonnage collected per school. MDS bills the District for this service. Final collection occurs in April and program results and awards are distributed in May. Award Structure: 1st Place: $1,500 2nd Place: $1,200 3rd Place: $1,000 Over 1,000 lbs: $750 999 to 500 lbs: $500 499 to 100 lbs: $300 99 to 51 lbs: $200 50 lbs and under: $100 Past Program Data: Fiscal Year Number of Participants Batteries Collected (lbs)Winner 2013-14 5 4,153.9 Christ Lutheran 2014-15 8 5,345 Davis Magnet 2015-16 9 4,525 Davis Magnet 2016-17 13 6,973 Davis Magnet 2017-18 18 8,720 Davis Magnet 2018-19 20 12,662 Davis Magnet 2019-20 18 10,162 Sonora Elementary 2020-21 --- 2021-22 15 9,460 Killybrooke Elementary 2022-23 17 12,527 Davis Magnet 2023-24 17 11,972 Paularino Elementary 2024-25 21 12,759 Sonora Elementary Legal Review Not applicable. Environmental Review Not applicable. Financial Review The Alkaline Battery Recycling Program has a budget of $30,000 for Fiscal Year 2025-26. Below is the total cost breakdown for the previous program year. Fiscal Year 2024-25: Fundraiser Rewards (21 Schools)$10,150.00 Disposal Costs $14,806.23 School Battery Signs $1,011.51 Total Program Cost $25,967.74 Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for theSeptember 10, 2025, Board of Directors & Citizens Advisory Committee Joint 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. File Attachments Battery Recycling Program Flyer.pdf (17,423 KB) Battery Program - Yard Sign.pdf (727 KB) B. ITEM Subject :5. CMSD's 4th Annual Eco Expo Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Receive and File Goals :4.0 Community Outreach & Communications 3.2 Strengthen our ties with local governments, Special districts and educational institutions 3.00 Partnerships 2.00 Solid Waste Public Content To: Board of Directors and Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Senior Management Analyst Date: September 10, 2025 Subject:CMSD's 4th Annual Eco Expo Summary The Costa Mesa Sanitary District (CMSD) will host its 4th Annual Eco Expo onWednesday, October 1, 2025, from 2:00 to 6:30 p.m.at CMSD headquarters. The purpose of this event is to highlight both CMSD's and our local partners' efforts to educate the community about sustainable living, waste reduction, and protection of our shared environment. Attendees have a unique opportunity to chat with environmental industry experts,enjoy interactive booths and demos for all ages, and take home tools to help make every day life greener! Recommendation That the Board of Directors and Citizens Advisory Committee receive and file this report. Analysis : Eco Expo will highlight CMSD's customer-friendly programs and services, while also hosting community partners with Activities missions related to sustainability and environmental protection. Below are the planned booths, activities, and demonstrations for the event. Similar to past years, attendees will receive a "stamp card" upon entry to the event, and will be encouraged to visit each booth to engage with all of our activities and collect stamps. Once complete, they can place their stamp card into a basket to entertheir raffle of choice. CMSD Booths Sort Smart - play our"What Goes Where" waste sorting game to test your recycling knowledge Count the Cans - guess how many cans are in a bale of aluminum, which will be on display from CR&R Propagation Station - learn how to easily propagate edible plants, like lettuce, green onions, and celery with just ajar of water Make & Take - learn to make your own all-purpose cleaning solution or room spray with a simple recipe Sewer Slayers - get up close and personal with CMSD's largest wastewater cleaning vehicle, the Vactor truck, and learn how our Sewer Slayers keep wastewater flowing and out of local waterways Decoration Station - a chance for kids to decorate hard hats and/or battery collection jars with stickers and craft materials Partner Booths City of Costa Mesa (Public Works) - commercial waste system Mesa Water District - water use efficiency Eco Now - backyard vermicomposting demo Newport Bay Conservancy - protection of local natural resources and wildlife Discovery Cube - waste sorting Local Beekeeper, Alberta Mirisciotti - the importance of bees to our ecosystem Additionally, the event will feature the popular Longboard's ice cream truck as a free treat for attendees. CMSD staff reached out to the following partners for participation and/or raffle item donations, but they were either unable to participate or did not respond to the requests: Inside the Outdoors, IKEA, Open Water, OC Coastkeeper, and Fill Up Buttercup. : Regarding staffing, the event will be fully staffed by CMSD staff, partners, and volunteers from the Citizens Advisory Staffing Committee. At this time, we have sufficient coverage. : The following methods are being used to advertise the event:Advertising Social media - Facebook, X, Instagram, Nextdoor Email marketing - Mailchimp Peachjar - Newport Mesa Unified School District flyer distribution platform City of Costa Mesa - website calendar & requests to share through all communications platforms Chamber of Commerce - website & app CMSD website : Attendees will have a chance to take home a variety of eco-friendly giveaways at this year's event, including the Giveaways following: Reusable tote bag Kitchen pail & compostable bags Plate scraper (to easily scrapeorganic waste into the kitchen pail) Sticker labels for indoor trash/recycling/organics containers "What Goes Where" sorting guide magnet Seed packets for winter vegetables Mini compost bag (pending donation from OC Waste & Recycling) Mini bottles of all-purpose cleaner and/or room spray with a recipe sticker Battery collection jar Kids' hard hat Drain snake (to quickly clear out clogged drains) : Each year, CMSD encourages residents to RSVP for the event, so that staff has a general idea of how many attendees RSVPs to expect. Below is the attendance history, which shows a steady increase in attendees each year. 2022 RSVPs: 206 Actual Attendance: 130 2023 RSVPs: 184 Actual Attendance: 168 2024 RSVPs: 189 Actual Attendance: 175 2025 RSVPs (to date): 94 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 Below is a breakdown of the event budget. CMSD is on track for expenses to be within budget. Budget Category Total Cost Advertising $ 2,500.00 Solid Waste Giveaways $ 2,150.00 Wastewater Giveaways $ 2,150.00 Supplies $ 1,000.00 Refreshments $ 2,200.00 Total $ 10,000.00 Public Notice Process Copies of this report are on file and included in the complete agenda packet for the September 10, 2025, Joint Board of Directors and 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. File Attachments Eco Expo Flyer 2025 - English Spanish - No Partner Logos.pdf (10,728 KB) C. CLOSING ITEMS Subject :1. Committee Member Comments Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Presentation Public Content C. CLOSING ITEMS Subject :2. Board/Staff Comments Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Presentation Public Content C. CLOSING ITEMS Subject :3. Adjournment Meeting :Sep 10, 2025 - Joint Board of Directors and Citizens Advisory Committee Meeting Type :Procedural Public Content The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, November 12, 2025 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.