agendapacket_2018-07_18_cacWednesday, July 18, 2018
Board of Directors and Citizens Advisory Committee Joint Meeting
290 Paularino Avenue, Costa Mesa at 6:00 P.M.
Public Comments: Any member of the public may address the Board of Directors and Citizens
Advisory Committee. Speakers on agenda items should identify themselves to the District Clerk
before the meeting so that their input can be provided at the time the item is considered. Speakers
on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may
not discuss or take action on non-agenda items except under special circumstances. Speakers must
limit their remarks to four minutes or as decided upon by the Presiding Officer. The Presiding Officer
reserves the right to declare any speaker out of order.
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 at
the District offices at 290 Paularino Avenue, Costa Mesa, California.
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 Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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A. Opening Items
Board of Directors
Michael Scheafer, President
James Ferryman, Vice President
Arlene Schafer, Secretary
Robert Ooten, Assistant Secretary
Arthur Perry, Director
Citizens Advisory Committee
Mike Carey, Chair
Albert Graham, Jr., Vice Chair
Andrew Nielsen
Elodie Katz
Jana Oak
Mike McIlroy
Monte Fields
Phil Marsh
Sue Lester
Tom Brenneman
Shayne Smith
Subject 2. Roll Call - (If absences occur, consider whether to deem those absences excused
based on facts presented for the absence – such determination shall be the
permission required by law.)
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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B. Public Comments
Subject 1. Public Comments - This time has been set aside for persons in the audience to
make comments on items within the subject matter jurisdiction of the Costa Mesa
Sanitary District that are not listed on this agenda. Members of the public will have
the opportunity to address the Board of Directors and Citizens Advisory Committee
about all other items on this agenda at the time those items are considered. Under
the provisions of the Brown Act, the Board of Directors and Citizens Advisory
Committee are prohibited from taking action on oral requests but may refer the
matter to staff or to a subsequent meeting. The Board of Directors will respond
after public comment has been received. Please state your name. Each speaker will
be limited to four (4) continuous minutes.
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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C. Public Hearing
Subject 1. Open Public Hearing
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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C. Public Hearing
File Attachments
CMSD_PLAN_A.pdf (840 KB)
CMSD_PLAN_B.pdf (850 KB)
CMSD_PLAN_C.pdf (800 KB)
CMSD_PLAN_D.pdf (826 KB)
CMSD_PLAN_E.pdf (812 KB)
CMSD_Plan_E_Rev_1.pdf (812 KB)
CMSD_PLAN_F.pdf (804 KB)
CMSD Plans discussion sheet.pdf (13 KB)
CMSD Staggered Elections_draft.docx (13 KB)
CMSD_all_submitted_plans_20180612.pdf (3,952 KB)
CMSD_PH#4_2018.07.18_posting.pdf (5,502 KB)
Subject 2. Receive a Presentation from District Counsel, Alan Burns and Demographer,
Deborah Diep, Director of Center for Demographic Research, Receive Input
Regarding Potential Transition to By-District Elections
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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C. Public Hearing
Subject 3. Receive Comments
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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C. Public Hearing
Subject 4. Close the Public Hearing
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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D. Discussion Items
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: July 18, 2018
Subject: Citizens Advisory Committee Meeting Special Minutes of June 6, 2018
Summary
The recorded minutes of the June 6, 2018 Citizens Advisory Committee Special Meeting are 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 Special Meeting on June 6, 2018.
Staff Recommendation
That the Citizens Advisory Committee approves the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the July 18, 2018 Joint Board of Directors
and Citizens Advisory Committee Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2018_6_6_cac_special.pdf (47 KB)
Subject 1. Approve the Citizens Advisory Committee Meeting Special Minutes of June 6,
2018
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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Type Action
Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented.
D. Discussion Items
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: July 18, 2018
Subject: Citizens Advisory Committee Meeting Minutes of June 20, 2018
Summary
The recorded minutes of the June 20, 2018 Citizens Advisory Committee Meeting are 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 on June 20, 2018.
Staff Recommendation
That the Citizens Advisory Committee approves the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the July 18, 2018 Joint Board of Directors
and Citizens Advisory Committee Special Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2018_6_20_cac.pdf (62 KB)
Subject 2. Approve the Citizens Advisory Committee Meeting Minutes of June 20, 2018
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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Type Action
Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented.
D. Discussion Items
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: July 18, 2018
Subject: CAC 2018 Goals and Objectives
Summary
According to Section III.D of the CAC Handbook, each year 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 June 13, 2018,
Chairman Carey met with President Scheafer and General Manager Scott Carroll to discuss potential topics for the CAC. Attached is a
list of such topics.
Recommendation
That the Citizens Advisory Committee (CAC):
1. Review the list of topics to be discussed at future CAC meetings; and
2. Select the topics you want to discuss and the goals and objectives you want to achieve for the coming year; and
3. Forward your recommendations to the Board of Directors for approval.
Analysis
Chairman Carey, President Scheafer and General Manager Scott Carroll came up with a list of eighteen topics for the CAC. The topics
range from reviewing solid waste and wastewater rates to commenting on the District's website. Some of the topics are scheduled to be
discussed later in the year. For instance, reviewing CR&R's annual performance is completed in the fall and the District is currently
soliciting proposals to conduct a solid waste rate study. The study will not be ready to be reviewed by the CAC until the end of the year.
Your recommendations will be presented to the Board of Directors on July 26, 2018 at 5:30 p.m..
Legal Review
Not applicable
Environmental Review
Selecting topics to discuss at future CAC meetings and identifying goals and objectives for the coming year is an administrative
matter that will not result in direct or indirect physical changes in the environment and is not considered a "project".
Financial Review
There are no financial impacts to the District for selecting future CAC topics and identifying goals and objectives.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 18, 2018 Citizens Advisory
Committee meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
Subject 3. CAC 2018 Goals and Objectives
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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Type Action
Fiscal Impact No
Recommended Action That the Citizens Advisory Committee (CAC):
1. Review the list of topics to be discussed at future CAC meetings; and
2. Select the topics to be discussed and the goals and objectives the CAC wants to achieve
for the coming year; and
3. Forward recommendations to the Board of Directors for approval.
Goals 5.0 Administrative Management
File Attachments
Topics for future CAC meetings.pdf (9 KB)
D. Discussion Items
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: July 18, 2018
Subject: Consider Approving Regular Date and Time for Citizens Advisory Committee Meetings
Summary
According to Section IV.C of the Citizens Advisory Committee (CAC) Handbook, the CAC will establish their own regular day and time of
meetings. Staff is seeking direction from the CAC on establishing a regular day and time for CAC meetings.
Recommendation
That the Citizens Advisory Committee Considers Approving Regular Date and Time for Citizens Advisory Committee Meetings
Analysis
To fulfill its obligation serving as an advisory body to the Board of Directors, the CAC will need to establish a regular date and time for
meetings. Staff recommends a specific day such as, 1st Monday or 3rd Wednesday of the month, and time be maintained throughout
the CAC term so that meetings are consistent and not confusing to the public. The CAC can meeting monthly, bi-monthly (every other
month), or quarterly (every three months), but whatever schedule CAC decides staff recommends the schedule is not deviated, unless
the CAC undertakes a specific assignment (e.g. voting divisions) or appoints a special sub-committee. CAC meetings are open to the
public and will comply with the Brown Act.
Legal Review
Not applicable
Environmental Review
Approving regular date and time for meetings is an administrative matter that will not result in direct or indirect physical changes in the
environment and is not considered a "project".
Financial Review
There are no financial impacts to the District for approving a regular date and time for meetings.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 18, 2018 Citizens Advisory
Committee meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
Subject 4. Consider Approving Regular Date and Time for Citizens Advisory Committee
Meetings
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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Type Action
Fiscal Impact No
Recommended Action That the Citizens Advisory Committee Considers Approving Regular Date and Time for
Citizens Advisory Committee Meetings
Goals 5.0 Administrative Management
D. Discussion Items
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: July 18, 2018
Subject: Consider Using Paperless Agendas
Summary
In 2011, the Costa Mesa Sanitary District implemented a paperless agenda program to improve staff efficiencies and reduce solid waste
generation. Staff is recommending the CAC consider using the District's paperless agenda program as described below.
Recommendation
That the Citizens Advisory Committee Considers Using Paperless Agendas.
Analysis
All staff reports will be prepared on a cloud base software called, "BoardDocs." Staff reports and the agenda will be posted on the
homepage of the District's website at least 72 hours before CAC meetings. The District Clerk's Office will email an announcement that
the CAC agenda packet is now available to download for viewing. If you have not subscribed to the District's E-mail list, staff
recommends you do so by clicking or typing in the following link to submit your subscription.
http://www.cmsdca.gov/index.php/contact-us/stay-informed
The agenda and staff reports are accessible from any desktop and/or electronic mobile device (e.g. cell phone, laptop, tablet, etc.) with
internet capability. If you own a mobile device like an iPad, laptop or Surface Pro, staff recommends you bring your device to CAC
meetings so you can download the agenda packet. If you do not prefer to use your private device or you do not own one, the District will
have iPads available for you to use.
Legal Review
Not applicable
Environmental Review
Considering using paperless agendas is an administrative matter that will not result in direct or indirect physical changes in the
environment and is not considered a "project".
Financial Review
The CAC's use of a paperless agenda system would create a financial savings for the District in terms of staff time and materials utilized
in reproduction of the printed agenda materials.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 18, 2018 Citizens Advisory
Committee meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
Subject 5. Consider Using Paperless Agendas
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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Type Action
Fiscal Impact No
Recommended Action That the Citizens Advisory Committee Considers Using Paperless Agendas
Goals 2.00 Solid Waste
5.0 Administrative Management
E. Closing Items
Subject 1. Oral Communications & Director/Committee Member Comments
Meeting Jul 18, 2018 - Board of Directors and Citizens Advisory Committee Joint Meeting
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E. Closing Items
Subject 2. Adjourn
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