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Minutes - Board - 2017-07-18 A ANlTi41y�\ e 1-1 1. \�RPoiuTti°� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JULY 18, 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), Wendy Davis (Finance Manager), Kaitlin Tran (Senior Accountant), Rob Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst I) Others Present Joseph Jenkins (EEC Environmental), Dean Ruffridge (CR&R), Judith Marquez (Innovare Environmental), Jeff Reese (C.J. Segerstrom & Sons), Carmen Twork (C.J. Segerstrom & Sons) Meeting called to order at 9:32 AM A. OPENING ITEMS Procedural: 1. Roll Call District Clerk, Noelani Middenway, conducted roll call. All Board Members were present. Procedural: 2. Public Comments President Scheafer opened public comments. Judith Marquez of Innovare Environmental provided comments regarding a Supplemental Environmental Project (SEP) called the Ocean Friendly Restaurants program that is run by the Surfrider Foundation. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 18,2017 President Scheafer closed public comments. B. ITEMS OF STUDY Receive and File: 1. CMSD Annual FOG Program Assessment Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, introduced Joseph Jenkins of EEC Environmental to present the report. Joseph Jenkins provided a presentation of the District's Fats, Oils, and Grease (FOG) Program Annual Assessment. He described the program's education and outreach, enforcement, and inspection efforts for food service establishments (FSEs) within the District. Additionally, Mr. Jenkins provided program statistics, described the process of prioritizing FSE inspections, and provided recommendations for the continued success of the program. Discussion followed regarding food truck FOG, coordination with the City of Costa Mesa, and the use of smart manhole covers. Mr. Carroll noted that the Ad Hoc Committee proposed a Grease Trap Assistance Program, but District staff found that the program would not be cost effective. Robin Hamers, District Engineer, noted that Joseph Jenkins coordinates with District staff to plan and prioritize FSE inspections. President Scheafer opened public comments. Judith Marquez of Innovare Environmental provided additional comments regarding the Ocean Friendly Restaurants Program and its efforts to reduce restaurant waste that makes its way into the ocean. She noted that she works with Waste Management to divert commercial organic waste and provide education to residents and FSEs. There were no further questions or discussion and the report was received. Discussion: 6. Consider Vacating CMSD Sewer and Easement North of 1580-1590 Scenic Avenue Recommendation: That the Board of Directors consider placing an item on the July 27, 2017 Regular Board Meeting agenda to vacate the CMSD Sewer and Easement North of 1580-1590 Scenic Avenue. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 18, 2017 District Engineer, Robin Hamers, introduced Jeff Reese and Carmen Twork from C.J. Segerstrom & Sons. Mr. Hamers noted that the Board of Directors approved vacating the CMSD sewer and easement north of 1580-1590 Scenic Avenue last year for a new building. He explained that the third party buyer of the building withdrew, but that C.J. Segerstrom & Sons (the property owner) would like to continue the process of vacating the sewer to make way for a new building. Discussion followed regarding the need for an updated quitclaim deed and Hold Harmless Agreement. Vice President Ferryman and Director Perry requested that the item be placed on Il the July 27, 2017 Regular Board Meeting agenda. Finance Manager, Wendy Davis, noted that these assets were taken off the District's books last year, because staff did not realize that the contracts were not yet executed. She added that C.J. Segerstrom & Sons have agreed to reimburse the District for any attorney's and engineering services used for this process. Discussion followed regarding placing the item on the Consent Calendar at the July 27, 2017 Regular Board Meeting. Mr. Hamers suggested that he confer with District Counsel, Alan Burns, before placing it on the Consent Calendar. President Scheafer and Director Perry indicated agreement. The Board of Directors directed staff to place the item on the July 27, 2017 Regular Board Meeting agenda. There were no further questions or discussion. Receive and File: 2. June 2017 Code Enforcement Officer report Recommendation: That the Board of Directors receive and file the report. Code Enforcement Officer, Ed Roberts, provided report details. He noted that there were 5 proactive scavenging investigations and 117 noticed cases of trash carts in public view. Discussion followed regarding the increased presence of transients and scavenging activity on the east side of Costa Mesa. Additionally, discussion followed regarding the District's Lockable Cart Program. There were no further questions or discussion and the report was received. Receive and File: 3. Fiscal Year 2016-17 Organics Tonnage Report COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 18,2017 Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented report details and noted that CR&R collected the most organic waste in the program's history in June of 2017. He added that this could be a result of water restrictions being lifted. Dean Ruffridge of CR&R provided an update regarding CR&R's anaerobic digester. He noted that Phase 2 of the digester is almost sold out and it should be operating by the end of the month. Assistant Secretary Ooten noted that the Orange County Sanitation District is working on accepting organic waste into their digester. Discussion followed regarding the progression of the Organics Recycling Program and the level of contamination seen in the District's organic waste. There were no further questions or discussion and the report was received. Receive and File: 4. Fiscal Year 2016-17 Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Nabila Guzman, presented the FY 2016-2017 Diversion Report. She noted that the current diversion rate is calculated at 62.82%. Director Perry asked if the inclusion of Orange Coast College's recycling tonnage data increased the District's diversion rate. Ms. Guzman replied that it did increase the District's diversion rate. Assistant Secretary Ooten asked if Orange Coast College reports its recycling data to the state. General Manager, Scott Carroll, noted that CalRecycle gave the District permission to include Orange Coast College's recycling data in its calculation of the diversion rate. There were no further questions or discussion and the report was received. Receive and File: 5. Quarterly Legislative Update Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Gina Terraneo, presented the Quarterly Legislative Report. She noted that SB 496 passed and that AB 1479 was added to the District's "Oppose" list. it COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 18, 2017 There were no questions or discussion and the report was received. Discussion: 7. Consider Changing CMSD Operational Hours Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, presented a proposal to change the District headquarters' operating hours to Monday through Thursday from 7:30 a.m. to 5:00 p.m. and Friday from 7:30 a.m. to 4:00 p.m. with every other Friday closed. He noted that the District's headquarters is often short-staffed on Fridays and that staff would like to implement an online permit issuing and fee payment system to accommodate customers. Additionally, Mr. Carroll noted that residents can call CR&R directly or be directed to CR&R through the District's phone system whenever they experience trash issues. Lastly, he noted that the wastewater maintenance crew would maintain the same schedule that they currently follow and that there are a total of 22 other agencies in Orange County that are closed every Friday or every other Friday. Director Perry asked if the online permit issuing and fee payment services are currently in effect. Mr. Carroll responded that they are not available yet and that staff would like to bring this item to the Board of Directors for approval before implementing the online services. Director Perry suggested that the online services be implemented before the schedule change goes into effect. Secretary Schafer indicated support for the schedule change and requested to see it on the July 27, 2017 Board Meeting agenda. Discussion followed regarding the importance of maintaining the District's wastewater maintenance schedule. Assistant Secretary Ooten suggested that the District's phone system menu have an option to transfer callers to CR&R early in the option menu. The Board of Directors directed staff to place this item on a future Board Meeting agenda. There were no further questions or discussion. C. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 18, 2017 President Scheafer commented that the public provided positive feedback regarding the District's booth at Concerts in the Park. Assistant Secretary Ooten noted that the Costa Mesa Foundation is utilizing a generator at Concerts in the Park this evening. Additionally, he noted that the City of Costa Mesa requires generators to have a grounding rod and suggested that staff add this requirement into the generator policy. Discussion followed regarding whether the District should provide users with a grounding rod. Vice President Ferryman asked if anyone attended the City of Costa Mesa's silent firework show on July 4th. Director Perry asked if Councilman John Stevens could provide an overview of the event. Discussion followed regarding upcoming conferences. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:47 P.M. (10-0 /. 4 Arlene Schafer Mic ael Sch- -'er Secretary President