Minutes - Board - 2016-02-09 744' SANITq��
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
FEBRUARY 9, 2016
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in study session on
February 9, 2016 at 9:30 A.M. at 628 W. 19th
Street, Costa Mesa.
ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert
Ooten, Arlene Schafer, James Ferryman
DIRECTORS ABSENT: None
STAFF PRESENT: Scott Carroll, General Manager; Robin
Hamers, District Engineer; Wendy Davis,
Finance Manager; Noelani Middenway,
District Clerk; Ed Roberts, Code
Enforcement Officer; Elizabeth Pham,
Management Analyst II; Gina Terraneo,
Management Analyst I.
OTHERS PRESENT: Mike Carey, Orange Coast College; Jim
Mosher, Resident; Dean Ruffridge, CR&R.
PresidentSecretary
Scheafer shared that Ooten indicated that he would arrive to the
Study Session late.
PUBLIC COMMENTS
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Jim Mosher, a member of the public, provided a comment regarding the District's
decision to provide only residential curbside trash collection, as stated in the District's
Operations Code.
Discussion followed regarding the District's reasoning for providing only residential
curbside trash collection.
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD FEBRUARY 9, 2016
ITEMS OF STUDY
•
1. Orange Coast College (OCC) Recycling Center Expansion Update — Oral
Report
Recommendation: That the Board of Directors receive an oral report from
Mike Carey of OCC.
Mike Carey of Orange Coast College provided a presentation regarding the OCC
Recycling Center expansion project. He noted that the project is currently in the
process of having its final construction documents reviewed. Mr. Carey shared that
the project will go to bid on March 23, 2016, the bidding will close on April 20,
2016, and construction is expected to start in May of 2016. Lastly, he noted that the
expansion will include the addition of 37 parking spaces, a community meeting
room, and two classrooms.
Discussion followed regarding the proposed layout of the expansion, the OCC
Recycling Center's decision to remain open during construction, the use and rental
of the community room and classrooms, and the possibility of tracking recycled
tonnage from District residents.
2. Organics Recycling Tonnages — FY2015-16
Recommendation: That the Board of Directors receive and file the report.
Scott Carroll, General Manager, provided report details. He noted that the
Recycling Reports have not been included in the staff report, but rather the
Organics Recycling Tonnage is presented for review.
Jim Mosher, a member of the public, provided a comment regarding the status of
the Anaerobic Digestion Facility and the current destination of organic waste
collected by CR&R.
Mr. Carroll explained that the organic material is currently taken to a composting
facility in Victorville, CA.
Dean Ruffridge of CR&R shared that the Anaerobic Digestion Facility is expected
to be up and running on April 8, 2016.
Discussion followedwed regarding sharing information about the Anaerobic Digestion
Facility on the District's website.
3. Code Enforcement Officer Report—January 2016
Recommendation: That the Board of Directors receive and file the report.
Code Enforcement Officer, Ed Roberts, provided report details. He noted that there
were 8 scavenging investigations in the month of January and exhibited maps
indicating the locations of the investigations. Mr. Roberts added that there were 58
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD FEBRUARY 9, 2016
cases of trash carts in public view and noted that many of these reports were
submitted through the Government Outreach feature on the District's website and
mobile application.
Discussion followed regarding the District's courtesy notice and citation process
and the recurring instances of residents utilizing trash carts to reserve street
parking.
President Scheafer requested that Mr. Roberts focus his patrolling efforts on
alleyways within the District service area in the coming months.
4. State of the District Ad-Hoc Committee Update — Oral Report
Recommendation: That the Board of Directors receive an oral report from
President Scheafer.
President Scheafer provided an update regarding the State of the District Ad-Hoc
Committee meeting on January 20, 2016. He noted that three options were
presented to the committee by District staff: a community meeting, a postcard and
video distribution, and a partnership with Mesa Water District. President Scheafer
indicated that all three options were costly and shared the alternative option of
conducting a State of the District once the District relocates to its new
headquarters.
Discussion followed regarding the timeline of the new building acquisition and the
benefits of combining the State of the District with a Grand Opening event.
President Scheafer indicated that the State of the District Ad-Hoc Committee will
discontinue its meetings until the District has determined a move-in date for it's the
new headquarters.
5. Christmas Tree Recvclinq Report
Recommendation: That the Board of Directors receive and file the report.
Management Analyst II, Elizabeth Pham, provided report details. She noted 4,719
trees were collected (a 7.7% decrease in the number of trees collected in
comparison with the 2015 collection). Additionally, Ms. Pham noted that a total of
82.48 tons of trees were collecteda 1% increase incomparison with tonnage in
(
the 2015 collection).
III
Discussion followed regarding possible reasoning for the decrease in the number
of trees collected and the slight increase in the tonnage collection.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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6. OC Waste & Recycling Report
Recommendation: That the Board of Directors receive and file the report.
Management Analyst II, Elizabeth Pham, provided report details regarding the OC
Waste & Recycling Coordinator's Meeting. She noted that there were three
presentations during the meeting given by Mallory Burden of CalRecycle, Dr. Eric
Handler of OC Environmental Health, and Scott Carroll of the Costa Mesa Sanitary
District and Mike Silva of CR&R. Ms. Pham indicated that Mr. Carroll and Mr. Silva's
presentation regarding the Organics Recycling Program was well-received.
7. Fleet Maintenance
Recommendation: That the Board of Directors give staff direction.
Scott Carroll, General Manager, provided report details. He noted that the City of
Costa Mesa has placed a hold on providing preventative maintenance on the
District's fleet due to the City's need to catch up on maintaining their own fleet. Mr.
Carroll provided the following options: seeking a public agency to maintain the
District's fleet, seeking a public agency to maintain a portion of the fleet and hiring
qualified vendors to maintain the remainder of the fleet, or taking no action until the
City of Costa Mesa is caught up on its preventative maintenance.
Discussion followed regarding comparing the availabilities of public agencies and
qualified vendors to obtain a solution to continued fleet maintenance.
Assistant Secretary Schafer requested that an item be added to a future study
session regarding the possibility of CR&R providing a cart cleaning service for
Organics Recycling carts.
Secretary Ooten entered the Study Session at 10:25 a.m.
8. Inflow Reduction Program
Recommendation: That the Board of Directors receive and file the report.
Scott
Carroll, General Manager, provided report details. He noted that District staff
9 P
have pluggednearly and sealed half of the District's manhole covers in order to
prevent inflow.
President Scheafer provided commentary regarding the maps of potential flood
areas.
District Engineer, Robin Hamers, provided responses to questions that he received
from Secretary Ooten via email regarding the calculations used to measure inflow
within the District's wastewater system. Additional) Mr. Hamers presented
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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photographs of improvements made at the Orange County Fairgrounds to prevent
inflow and indicated that further improvements are necessary at this location.
Jim Mosher, a member of the public, provided commentary regarding the District
mapping areas in the city of Newport Beach that fall within the District's service
area.
9. Project No. 02-15 Closed Circuit Televising (CCTV) Appropriation of Funds
Recommendation: That the Board of Directors approves transferring funds
as follows:
Account Account Number Increase Decrease
Sewer Maint-Sewer Line Televising 20-200000-4795 $486,000
Retained Earnings 20-200000-2990 $486,000
Scott Carroll, General Manager, provided report details and requested approval of
a budget transfer of $486,000 for Project No. 02-15 Closed Circuit Televising
(CCTV).
Secretary Ooten made a motion for approval of the budget transfer. Assistant
Secretary Schafer seconded the motion, which passed unanimously with a 5-0
vote.
10.Resolution/Certificate for Mesa Water District
Recommendation: That the Board of Directors give staff direction.
President Scheafer provided report details regarding a request for a resolution
commending Mesa Water District for meeting or exceeding their 20% State Water
Resources Control Board (SWRCB) mandated water conservation target.
Discussion followed regarding the benefits of providing the resolution and which
member of the Board of Directors would be available to present the resolution at
Mesa Water District's April 14, 2016 Board Meeting.
Secretary Ooten volunteered to present the resolution to the Mesa Water District
Board of Directors.
11.Future Study Session Items
Recommendation: That the Board of Directors provide staff with direction
on items to be placed on future study session agendas.
Secretary Ooten requested that Mr. Carroll meet with District Counsel, Alan Burns,
to discuss the language within the District's contract with CR&R regarding the
Organics Recycling Program.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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Mr. Carroll noted that he would meet with Mr. Burns and provide a report regarding
their discussion at a future Study Session.
Assistant Secretary Schafer requested that the District schedule a presentation
about the Organics Recycling Program at the October 2016 Chamber of
Commerce Breakfast.
Discussion followed regarding the business-oriented audience at the Chamber of
Commerce breakfasts.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
President Scheafer noted that the Special District Risk Management Authority
(SDRMA) will be hosting its Safety Claims Education Day at the Newport Beach
Marriott Hotel and Spa on March 28-29, 2016.
ADJOURNMENT
There being no further business to come before the Board, President Scheafer
adjourned the meeting at 10:53 A.M.
(
Robert Ooten Mi 'ael Scheaf:
Secretary President