02 - Minutes Study Session Meeting 2014-09-16 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS S TUDY S ESSION S EPTEMBER 16 , 2014 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in stu dy session on September 16 , 2014 at 9:3 0 A .M . at 628 W. 19 th Street, Costa Mesa . R OLL C ALL D IRECTORS P RESENT : D IRECTORS A BSENT : James Ferryman, Arthur Perry, Robert Ooten, Arlene Schafer Michael Scheafer S TAFF P RESENT : Scott Carroll, General Ma nager; Robin Hamers, District Engineer; Noelani Middenway, District Clerk; Wendy Davis, Finance Manager ; Steve Cano, Maintenance Supervisor; Javier Ochiqui, Management Analyst; Edward Roberts, Ordinance Enforcement Officer O THERS P RESENT : Dean Ruffridg e, CR&R, Lawrence Jones, CR&R ; Jim Fitzpatrick, Resident P UBLIC C OMMENT President Ferryman invited members of the public to address the Board. Seeing none, President Ferryman closed public comments. I TEMS OF S TUDY 1. Recycling & Waste Diversion Repor ts Recommendation: That the Board of Directors receive and file the August 2014 report. Discussion ensued regarding the recycling percentage of green waste.
C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD S EPTEMBER 16 , 2014 ______________________________________________________________________ There were no questions or comments and the report was received. 2. Ordinance Enforcement Offic er Report – August 2014 Recommendation: That the Board of Directors receive and file the report. Edward Roberts, Ordinance Enforcement O fficer, provided report details, noted a focus of scavenging on the east side of the community, and the enforcement o f trash cans in public view. General Manager Carroll directed Mr. Roberts to continue to monitor the scavenging on the east side. Discussion followed regarding scavenging and illegal dumping of mattresses. Mr. Roberts indicated that he will coordinate with the City on the matter. There were no additional questions or comments and the report was received. 3 . Alkaline Battery Recycling Program (Update) – Oral Report Recommendation: That the Board of Directors receive and file the report . Javier Ochi qui, Management Analyst, noted that 11 schools will participate in the program. Discussion followed regarding method of advertising the program to the schools. Director Perry suggested reaching out to the schools again to increase participation. Discus sion followed. There were no additional questions or comments and the report was received. 4 . CR&R Environmental Services – Yearly Performance Review for FY 13 -14 Recommendation: That the Board of Directors receive and file the report. Mr. Ochiqui no ted that the yearly performance review of CR&R Environmental Services had been completed and that they are doing an excellent job. He indicated that Mr. Michael Balliet conducted the review and provided additional details of the report. Discussion follow ed regarding the details of the master manifest which assists in identifying if the District is meeting its diversion goals. Further discussion ensued regarding the rating system of the performance review, justifications for the ratings, and tracking of pe rformance and improvements. President Ferryman noted that CR&R is very responsive on issues that are brought to their attention.
C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD S EPTEMBER 16 , 2014 ______________________________________________________________________ Mr. Carroll discussed the rate survey conducted by Mr. Balliet and noted that the District is the only agency who had a sol id waste rate decrease where other agencies either raised or stabilized their rates. He concurred with Mr. Ochiqui that CR&R is doing an excellent job and that there is always room for improvement in the areas of customer service in CR&R’s call center. R obin Hamers, District Engineer, noted that the Board of Directors was able to ensure that CR&R’s net to hauler rate was in the middle of what other haulers charge. There were no additional questions or comments and the report was received. 5 . Costs to Promote CMSD’s Organics Recycling Program Recommendation: That the Board of Directors receive and file the report. Mr. Ochiqui discussed the various methods and costs to promote the Organics Recycling Program, including newsletters, newspaper publications, social media, and door hangers. Discussion followed regarding the anticipated start date of t he program and the distribution timeline of the Districts newsletter highlighting the program. Director Schafer suggested making a presentation at the City Co uncil meeting advertising the program. Director Ooten suggested hiring a videographer to film the town hall meetings. The Board of Dire ctors directed staff to proceed with advertising efforts for the program. There were no ad ditional questions or com ments . 6. Organics Ad Hoc Committee Update – Oral Report Recommendation: That the Board of Directors receive the oral report from Assistant Secretary Ooten. Assistant Secretary Ooten reported on the committees meeting and discussed the timeline to la unch the program, noted that CR&R staff is surveying the multi -family residences to determine how the program will roll out in those areas. Mr. Ochiqui discussed the percentage of multi -family units that will be able to participate and noted that most mu lti -family units will be exempt from the program. Director Ooten expressed concern regarding available space for the organics cart at new developments and the option to request a smaller cart.
C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD S EPTEMBER 16 , 2014 ______________________________________________________________________ There were no additional questions or comments and the re port was received. 7. Private Sewer Pumping Station Maintenance Program Recommendation: That the Board of Directors review and comment on the program. Mr. Carroll indicated that the program is ready to be rolled out and discussed the details of the s ervices that the District will provide to assist in preventing private sewer system overflows. Discussion followed. Director Ooten suggested offering the services to facilities on public property such as the school district or fair grounds. There were no additional questions or comments and the report was received. 8. Health Benefit Contribution Recommendation: That the Board of Directors direct staff to bring this item back to the September 25, 2014 Board of Directors regular meeting to approve a “Cafeteria Bucket” for Employee plus One Dependent health plans in the amount of $999.00 per month. Mr. Carroll discussed the proposed amendment to the employee health benefit cafeteria bucket to include an amount of $999.00 per month for an employee p lus one option. The Board of Directors directed staff to bring this item back to the September 25, 2014 Board meeting. There were no additional questions or comments and the report was received. 9. Standard Design for Sewer Manhole Frame and Cover Re commendation: That the Board of Directors provide direction to staff. Assistant Secretary Ooten indicated that he requested that this item be placed on the agenda for discussion of standardizing the design of sewer manhole covers. Mr. Hamers indicated that the vendor will customize the manhole cover as it is requested to be designed. He noted that the covers have been standardized to one pick hole. Director Ooten suggested that the sewer manhole covers have one pick hole and one vent hole as the stan dard. Mr. Carroll noted that written public comment had been received from resident, Jim Mosher, who suggested that District manhole covers be marked with CMSD for easy identification.
C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD S EPTEMBER 16 , 2014 ______________________________________________________________________ Mr. Hamers indicated that District manhole covers are stamped with the word ‘Sewer’ to differentiate from the storm drain. There were no additional questions or comments and the report was received. 10. CCTV Interval for Entire Sewer System Recommendation: That the Board of Directors receive and file the report. Mr. Carroll noted that the District’s sewer line was last CCTV’d from 2006 to 2009 and deferred to Mr. Hamers for additional report details. Mr. Hamers discussed the cleaning interval and desired CCTV interval. He noted what other agencies do to meet the cl eaning interval and noted that not all agencies have the ability to CCTV their lines. Mr. Hamers indi cated that 10 year intervals to CCTV the lines would be reasonable. Discussion followed regarding the possible purchasing of a CCTV truck for the Distric t. There were no additional questions or comments and the report was received. 11 . Pacific Data Electric (PDE) Second Amendment to the Agreement Recommendation: That the Board of Directors direct staff to bring this item back to the September 25, 2014 Board of Directors regular meeting with the following recommendations: 1. Approve the Se cond Amendment with PDE for $1,020; and 2. Authorize the General Manager to execute the Second Amendment and any other amendments thereafter where the total amount doe s not exceed $5,000. Mr. Carroll indicated that a change order is required and exceeds the 10 percent policy that his authority allows him to approve and requires Board approval. The Board of Directors directed staff to bring this item back to September 2 5, 2014 Board of Directors meeting with its corresponding recommendations. 12. Special District Leadership Academy Conference – Anaheim Recommendation: That the Board of Directors direct staff to bring this item back to the September 25, 2014 Board of Di rectors regular meeting to consider attending the conference from November 17 through November 19, 2014 in Anaheim, California. Mr. Carrol informed the Board of the Spec ial District Leadership Academy Conference in Anaheim, CA. The Board expressed intere st in attending the conference.
C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE B OARD OF D IRECTORS S TUDY S ESSION H ELD S EPTEMBER 16 , 2014 ______________________________________________________________________ 13. Future Study Session Item s Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Director Perry requested to hear from the Organics Re cycling Program Ad Hoc Committee on any updates. O RAL C OMMUNICATIONS President Ferryman invited Jim Fitzpatrick, resident, to provide public comment. Mr. Fitzpatrick discussed the true cost of service and questioned when the City of Newport Beach’s ha uler rate going to be available to the rate payer. A DJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 10:47 A.M. _________________________ _________________________ Art Perry James Ferryman Secretary President