2019_09_10_studyTuesday, September 10, 2019
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30AM
Public Comments: Any member of the public may address the Board. 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
James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Subject 1. 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 Sep 10, 2019 - Board of Directors Study Session
Access Public
Type Procedural
B. 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 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 is 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.
Subject 1. Public Comments
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: September 10, 2019
Subject: August 2019 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of August regarding
scavenging of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the month of August, Officer Roberts approached seven (07) individuals observed scavenging from CMSD trash carts. In the same
month he issued 121 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash
carts in the month of August.
Officer Roberts enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Code Enforcement Officer Report – August 2019.pdf (1,179 KB)
Subject 1. August 2019 Code Enforcement Officer report
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 10, 2019
Subject: Solid Waste Diversion Report
Summary
A total of 2,278.62 tons of solid waste were collected and recycled in August 2019.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff has calculated the diversion rate for
the last two months at 62.30%. A total of 4,834.44 tons of solid waste materials have been collected, of which 2,925.05 tons have
been diverted away from landfills. In addition to curbside collection from CR&R, CMSD offers a variety of other waste diversion
programs including large item pickup, where white goods are collected. The total tonnage of white goods for the month of August was
not available in time to include in this report. However, these numbers will be included in the October report. Attachment A is the
fiscal year 2019-20 diversion rate support.
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste Diversion Report is an administrative matter and not a disturbance of the environment similar to
grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
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 September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Action
1. Direct staff to report back with more information.
File Attachments
CRR-OCC Diversion.pdf (64 KB)
Subject 2. August 2019 Solid Waste Diversion Report
Meeting Sep 10, 2019 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 10, 2019
Subject: Organics Tonnage Report
Summary
A total of 939.83 tons of organic waste were collected in August 2019.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last four fiscal years. Additionally, a
graph is included breaking down the total tonnage collected and how much material was recycled and landfilled from the organics
program.
Subject 3. August 2019 Organics Tonnage Report
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report
File Attachments
Organics 1.png (18 KB)
Organics 2.png (6 KB)
Organics 3.png (21 KB)
Legal Review
Not applicable.
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment similar to grading
or construction and not a project under CEQA or the District’s CEQA Guidelines.
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 September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and posted on the District's website.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 10, 2019
Subject: 2019 Citizen Survey Questions
Summary
The District has solicited qualified public opinion research firms to conduct citizen survey research and analysis. The purpose is to
seek feedback regarding the level of satisfaction among District rate payers. The goal of the study is to:
Achieve a statistical valid participation ratio to make feedback relevant;
Assess rate payer opinion of the District's current rate structure for sewer service and obtain feedback regarding proposed
rate increases;
Obtain a level of satisfaction for services provided by the District and areas for improvement;
Identify resident awareness of District programs.
Staff Recommendation
That the Board of Directors provide feedback in developing the survey questionnaire.
Analysis
In July 2019, staff solicited proposals from qualified public opinion research firms interested in performing a citizen survey. Staff
received three proposals and awarded the contract to Probolsky Research, LLC to conduct the citizen survey research and analysis.
The survey will be limited to an estimated 20 minutes and it shall include the response from 500 District residents via phone and
online methods. Probolsky Research also included one online focus group in their price. Focus groups help identify how residents
talk about District services and will help District staff match ratepayer language when communicating with them via public outreach.
Attached to this report are a set of proposed survey questions and draft focus group discussion guide. The proposed questions are
not final, but instead, they are made available to have a lively discussion about the type of questions you want to ask ratepayers. The
proposed questions can be amended, deleted or you can consider adding different questions for the survey. Representatives from
Probolsky Research will be attending the meeting and will be available for any questions the Board may have.
Legal Review
Not applicable.
Environmental Review
A citizen survey is not an administrative matter and not a disturbance of the environment similar to grading or construction and not a
project under CEQA or the District’s CEQA Guidelines.
Financial Review
There is $40,000 budgeted in professional services for a Customer Satisfaction Survey in FY 2019-20. The District awarded the
contract to Probolsky Research, LLC to conduct the survey in the amount of $33,700. There are sufficient funds available for this
survey.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and posted on the District's website.
Subject 4. 2019 Citizen Survey Questions
Meeting Sep 10, 2019 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors provide feedback in developing the survey questionnaire.
Goals 4.1 Conduct community outreach survey
File Attachments
Probolsky Research - CMSD - Citizen Survey - 2019 - DRAFT.pdf (259 KB)
Probolsky Research - CMSD - Focus Group Discussion Guide.pdf (153 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: September 10, 2019
Subject: Consider Creating a Solid Waste Ad Hoc Committee
Summary
The Board of Directors directed staff to bring this item back for discussion and consideration.
Recommendation
That the Board of Directors appoint two Board members to serve on the Solid Waste Ad Hoc Committee.
Analysis
The Board of Directors is requesting the establishment of a temporary ad hoc committee to discuss solid waste matters within the
District. Topics to discuss can include, but are not limited to:
Strategies to increase organics recycling participation
Multi-family and commercial collection program
Comparing CSMD's diversion with other jurisdictions
Tracking solid waste and recycling data
CalRecycle disposal per capita
Tracking City of Costa Mesa data
Staff recommends that two members of the Citizens Advisory Committee serve on the Ad Hoc Committee. Ad Hoc Committee
meetings will be open to the public and subject to the Brown Act.
Legal Review
Not applicable at this time.
Environmental Review
Consideration of appointing two Board members to serve on the Solid Waste Ad Hoc Committee is an administrative matter and not a
disturbance of the environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
There is no financial impact to the District for creating a Solid Waste Ad Hoc Committee.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and posted on the District's website.
Alternative Actions
1. Do not establish a Solid Waste Ad Hoc Committee.
2. Direct staff to report back with more information.
Subject 5. Consider Creating a Solid Waste Ad Hoc Committee
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type Action
Fiscal Impact No
Recommended Action That the Board of Directors appoint two Board members to serve on the Solid Waste Ad
Hoc Committee
Goals 2.00 Solid Waste
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: September 10, 2019
Subject: 75th Anniversary Open House & State of the District
Summary
Since 2016, the District has hosted an annual State of the District/Open House event during the month of October. In past years, this
event has highlighted the District's achievements and provided an opportunity to share information about future projects. The event
has been held during various days and times, including weekday afternoons and a weekday morning. While the weekday afternoon
events attracted a higher level of attendance from District residents, the weekday morning event was primarily attended by
representatives from other local agencies. In an effort to increase overall attendance, this year's event will be held on the morning of
Saturday, October 12th from 9:00-11:00 a.m. at District headquarters.
Analysis
On Saturday, October 12, 2019 from 9:00 - 11:00 a.m., the District will host its annual State of the District & 75th Anniversary Open
House at District Headquarters. The event will begin in the District's Boardroom with a brief State of the District presentation and an
award to honor President Ferryman for his 30 years of service on the District's Board of Directors. Attendees will then be invited to
make their way to the parking lot to engage with informational booths, wastewater equipment demonstrations, and activities. There
will be booths to represent each of the District's departments, including Solid Waste, Wastewater, Finance/Administration, Public
Outreach, and Permits. The U.S. Census Bureau has also been invited to host a booth, and CR&R will have representation at the
District's Solid Waste booth. In addition to the booths, District staff will be demonstrating the new Vac Truck and the closed-circuit
television (CCTV) trailer. For any children that may be attending, there will also be a trash truck themed bounce house and a
recycling game activity. Lastly, District staff will be distributing various 75th Anniversary giveaways, including canvas tote bags, chico
grocery bags, PopSockets, reusable straws, and 75th Anniversary cookies.
So far, District staff has used the following channels to advertise the event:
City of Costa Mesa - website community calendar, flyers at City Hall, and a request to be featured in the Costa Mesa Minute
videos
City of Newport Beach - flyers at City Hall, promotion on Nextdoor
Mesa Water District - bill insert distribution to all customers ($517.50)
Peachjar (School District) - flyer distribution
Chamber of Commerce - website & app calendar
Social Media - Facebook, Twitter, Instagram, Nextdoor ($100.00)
Mailchimp - email distribution to subscribers
GoGov (GovOutreach) - email distribution to subscribers
Evite - email invitations to local agency officials
Attached to the staff report are the event flyer and the proposed event map.
Recommendation
Subject 6. 75th Anniversary Open House & State of the District
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type Action, Receive and File
Recommended Action That the Board of Directors receive and file the report.
Goals 4.5 Celebrate the District’s 75th Anniversary
4.3 State of the District
4.2 Community open house
4.0 Community Outreach & Communications
That the Board of Directors receive and file the report.
Legal Review
Not applicable.
Environmental Review
The open house event itself will not result in direct or indirect physical changes to the environment similar to grading or construction
and is not considered a project under CEQA or the District's CEQA Guidelines.
Financial Review
Currently, there is $3,700 in the budget for the State of the District event. The money will be spent on event advertising and
refreshments. In addition, staff projects to have 6 exempt employees and 9 non-exempt employees working the event. Staff estimates
an average of 3.5 hours of overtime pay for each non-exempt employee, with an estimated total salaries cost of $1,700. There are
sufficient funds to cover for the overtime cost.
Public Notice Process
Copies of the report are on file and will be included with the entire agenda packet for the September 10, 2019 Board of Directors
Study Session meeting at District Headquarters and on the District website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
sod_75th_flyer.pdf (2,340 KB)
Event Map.jpg (164 KB)
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type
D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, OCTOBER 8, 2019 AT 9:30 A.M. IN THE DISTRICTS BOARD ROOM, 290 PAULARINO AVENUE, COSTA
MESA.
Subject 2. Adjournment
Meeting Sep 10, 2019 - Board of Directors Study Session
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Type Procedural