Minutes - Board - 2017-09-12 5`'tc�RPoRATI:°\
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
SEPTEMBER 12, 2017
Members present
Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
Members Absent
None
Staff Present
Scott Carroll (General Manager), Noelani Middenway (District Clerk), Steve Cano
(Wastewater Maintenance Superintendent), Erick Caldera (Wastewater Maintenance
Worker I), Rob Hamers (District Engineer), Ed Roberts (Code Enforcement Officer),
Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst I)
Others Present
Barry Friedland (Video Trek Productions), Jim Mosher (resident), Shelley Heller (CR&R)
Meeting called to order at 9:29 A.M.
A. OPENING ITEMS
Procedural: 1. Call to Order
President Scheafer called the meeting to order at 9:29 A.M.
Procedural: 2. Roll Call
District Clerk, Noelani Middenway, conducted roll call and all board members
were present.
Procedural: 3. Public Comments
President Scheafer opened public comments. Seeing no one from the public
wishing to speak, President Scheafer closed public comments.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD SEPTEMBER 12, 2017
B. ITEMS OF STUDY
Presentation: 1. New CMSD Employee Introduction: Erick Caldera, Wastewater
Maintenance Worker I
Recommendation: That the Board of Directors receive the presentation.
Wastewater Maintenance Superintendent, Steve Cano, introduced new
employee, Erick Caldera, Wastewater Maintenance Worker I. He noted that Mr.
Caldera joined the District's staff approximately 3 weeks ago.
The Board of Directors welcomed Mr. Caldera to the District.
There were no further questions or comments and the presentation was
received.
Receive and File: 2. August 2017 CEO Report
Recommendation: That the Board of Directors receive and file the report.
Code Enforcement Officer, Ed Roberts, provided the August 2017 Code
Enforcement Officer Report.
Secretary Schafer requested that Mr. Roberts patrol the east side of Costa Mesa,
as a result of scavenging reports that she has received from community
members.
Discussion followed regarding scavenging activity on the east side of Costa
Mesa, the method of advisement for observed scavengers, and the remaining
available lockable trash carts.
There were no further questions or discussion and the report was received.
Receive and File: 3. Website Statistics
Recommendation: That the Board of Directors receive and file the report.
Management Analyst I, Gina Terraneo, provided report details regarding key
visitor statistics for the District's website. She noted that the website receives an
average of 3,385 unique visitors per month and that frequently visited pages
include the Large Item Collection Program page and the Christmas Tree
Recycling Program page.
Secretary Schafer asked what the Sewer Plan Specifications document is
typically used for.
District Engineer, Rob Hamers, explained that the Plan is used as a guide for
drawing sewer plans.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD SEPTEMBER 12, 2017
Discussion followed regarding the District's policy for pool draining and the
popularity of the Large Item Collection Program.
President Scheafer opened public comments.
Jim Mosher, a resident, commented that the District's website is well-organized
and suggested that the District provide public meeting attendees with
guest access to WiFi during meetings. Additionally, he commented that the
District's current budget is not posted on the District's website.
General Manager, Scott Carroll, noted that the District's Finance Department is in
the process of finalizing the budget document and that it will be posted on the
website in the coming weeks.
There were no further questions or discussion and the report was received.
Action: 4. Consider Establishing a Citizens Advisory Committee
Recommendation: That the Board of Directors consider establishing a Citizens Advisory
Committee and direct staff to bring this Item back to the September 21, 2017 Board of
1 Directors meeting.
General Manager, Scott Carroll, presented report details regarding the proposed
Citizens Advisory Committee (CAC). He noted that the committee would give
citizens the opportunity to get involved in their community, gain knowledge about
the District, serve as ambassadors to the District, and make recommendations to
the Board of Directors on key decision making issues. Mr. Carroll added that the
CAC would meet quarterly and would attend tours of local waste and wastewater
facilities in order to get acquainted with the District.
Vice President Ferryman asked which criteria will be used to select committee
members.
Mr. Carroll noted that the committee members must be District residents and that
staff is open to suggestions for establishing criteria.
Director Perry suggested using the City of Costa Mesa's format as a guide for
developing the CAC.
President Scheafer suggested that the committee be discussed at the State of
the District & Open House on October 18, 2017.
Discussion followed regarding the committee meeting structure, the possibility of
having a Board Liaison present at committee meetings, and properly notifying the
public of committee meetings.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD SEPTEMBER 12,2017
Secretary Schafer commented that there are details that should be
addressed prior to rolling out the CAC.
Vice President Ferryman suggested that an Ad Hoc Committee be formed to
discuss the logistics of the CAC.
Assistant Secretary Ooten indicated concern about the timeframe for establishing
the CAC.
President Scheafer opened public comments.
Jim Mosher, a resident, commented that the CAC is a commendable effort to
engage the public, but noted that there are some errors in the staff report
attachments. He also indicated concern with the number of CAC members the
District is anticipating and suggested that the Board of Directors consider using a
grand jury model for the CAC. Lastly, Mr. Mosher commented that the District
would be subject to the Maddy Act and be required to maintain a Local
Appointments List for the CAC.
Discussion followed regarding gauging public interest in the CAC, refining the
CAC once it is in place, staggering committee member terms, and committee
reporting criteria.
The Board of Directors directed staff to bring this item forward to the September
21, 2017 Board of Directors Meeting agenda.
There were no further questions or discussion.
Receive and File: 5. Organics Tonnage Report
Recommendation: That the Board of Directors receive and file the report.
General Manager, Scott Carroll, presented report details.
Assistant Secretary Ooten requested that future organics tonnage reports include
the predicted tonnage used when developing the budget for the program.
Discussion followed regarding a reported trash cart issue from a previous Code
Enforcement Officer report and the progress of CR&R's Anaerobic Digestion
(AD) facility.
President Scheafer requested that a tour be scheduled for the Board of Directors
now that the facility is functional.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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Discussion followed regarding Director Perry's suggestion to use the Orange
Coast College (OCC) Recycling Center as a transfer station.
Assistant Secretary Ooten requested an update from CR&R regarding the
amount of contamination in the organics collected from the District's service area.
Secretary Schafer suggested that the next newsletter include a feature on the
Organics Recycling Program.
There were no further questions or discussion and the report was received.
Receive and File: 6. Solid Waste Diversion Report
Recommendation: That the Board of Directors receive and file the report.
General Manager, Scott Carroll, presented report details.
Assistant Secretary Ooten commented that the waste characterization
report indicates which items can be recycled and asked if there was a way to find
out how much non-recyclable material is collected.
Shelley Heller of CR&R noted that CR&R does not generate reports on this
information, but noted that she will attempt to find out which commonly collected
materials cannot be recycled.
Assistant Secretary Ooten requested that staff present a plan to reach the
District's 75% diversion goal.
Mr. Carroll noted that he will provide a report on this issue at the September 21,
2017 Board Meeting.
Director Perry asked if staff knew the City of Costa Mesa's diversion rate.
Discussion followed regarding the City's means of calculating its per capita
disposal rate and how that differs from calculating a diversion rate.
There were no further questions or discussion and the report was received.
C. CLOSING ITEMS
Procedural: 1. Oral Communications & Director Comments
President Scheafer commented that residents often forget that holidays impact
the trash collection schedule.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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Secretary Schafer noted that the California Special Districts Association (CSDA)
is hosting a tour of the Orange County Water District (OCWD), Orange County
Cemetery District, and OC Vector Control on Thursday, October 12, 2017 at 8:30
a.m.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 10:23 a.m.
IIAAr''e Sc a er Michael Scheafer
Secretary President