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Tuesday, April 14, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING APRIL 14, 2020 STUDY SESSION
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic. The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
1. To join the meeting by phone, please call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 683-312-030#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
Public Comments. Members of the public can submit any comments in writing for the Board of
Directors consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
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 from the District Clerk's Office.
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
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.)
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.
1. Public Comments
C. ITEMS OF STUDY
1. March 2020 Code Enforcement Officer Report
2. February & March 2020 Organics Tonnage Report
3. February & March 2020 Solid Waste Diversion Report
4. Update on District's Response to COVID-19
5. Consider appointing one member to the Citizens Advisory Committee to fill the vacant one-year term ending in
March 2021, and appoint six members to serve a two-year term ending in March 2022.
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D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, April 14, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING APRIL 14, 2020 STUDY SESSION
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic. The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
1. To join the meeting by phone, please call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 683-312-030#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
Public Comments. Members of the public can submit any comments in writing for the Board of
Directors consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
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 from the District Clerk's Office.
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 Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Procedural
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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 Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: April 14, 2020
Subject: March 2020 Code Enforcement Officer Report
Summary
Every month, District Code Enforcement Officer, Ed Roberts, prepares a report of his activities enforcing solid waste codes such as
scavenging recyclables and storing trash carts in public view.
Recommendation
That the Board of Directors receive and file this report
Analysis
On March 19, 2020, Governor Newsom issued a stay at home order to protect the health and well-being of all Californians and to
slow the spread of COVID-19. As a result of the Governor's order, code enforcement activities have been temporarily postponed until
the order is lifted. Therefore, there is no report for March 2020.
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
There will be some savings in personnel costs as a result of code enforcement activities being temporarily postponed.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the April 14, 2020 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.
Subject 1. March 2020 Code Enforcement Officer Report
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.00 Solid Waste
2.7 Continue code enforcement presence
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: April 14, 2020
Subject: Organics Tonnage Report
Summary
A total of 1,582.56 tons of organic waste was collected in February and March 2020.
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 2. February & March 2020 Organics Tonnage Report
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
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File Attachments
Tonnage.png (9 KB)
Organics.png (19 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 April 14, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District's website.
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SW Tonnage.png (26 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: April 14, 2020
Subject: Solid Waste Diversion Report
Summary
A total of 4,115.02 tons of solid waste were collected and recycled in February and March 2020.
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 nine months at 61.86%. A total of 33,048.82 tons of solid waste materials have been collected, of which 20,443.22 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. Attachment A is the fiscal year 2019-20 diversion rate
support.
The number of missed pickups received by CMSD for February 2020 was 19 and 12 for March 2020.
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 April 14, 2020 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
Exhibit A.pdf (89 KB)
Subject 3. February & March 2020 Solid Waste Diversion Report
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: April 14, 2020
Subject: Update on District's Response to COVID-19
Summary
On March 19, Governor Newsom issued a stay at home order to protect the health and well-being of all Californians and to establish
consistency across the state in order to slow the spread of COVID-19. The order precluded essential workers from staying home that
include wastewater and solid waste collection workers.
Recommendation
That the Board of Directors receive and file this report
Analysis
After the March 19 order was issued, the District has taken the following action to ensure public services are continuing while at the
same time making sure District employees are working in a safe environment.
Wastewater field staff have all the necessary PPEs (personal protective equipment) to perform their duties safely. Additional
face masks, gloves and face shields were acquired.
Each wastewater field staff is assigned their own District vehicle to drive. There's no pairing in vehicles and all vehicles have
hand sanitizers.
The District acquired two manhole splash guards that prevents wastewater from misting out of manholes during cleaning.
Staff has informed management that the guards work well from preventing misting or splashing of wastewater, but the guards
do make it hard to see what their cleaning.
The Yard and HQ is disinfected every day.
National Plant Services was hired to assist with cleaning the sewer system at a cost of $65,000.
HQ is closed to the public, but staff is working staggered shifts where half of staff works at HQ two to three days a week while
at the same time, the other half of staff is working from home.
Plans can be submitted electronically or plans can be dropped off in a marked box outside the front door of HQ. Completed
plan checks can be picked up from a second box located outside the front door of HQ.
Plan check fees can be paid online using Paypal or by credit card, but credit card payments must be made over the phone.
Updated the District’s Benefits Policy 2.3 to incorporate the new Emergency Paid Sick Leave and the Emergency Family and
Medical Leave Expansion Act that goes into effect today, April 1, 2020.
Developed COVID-19 Leave Policy.
Staff is participating in daily Operational Area conference calls to obtain the latest COVID-19 news.
Staff is receiving Water/Wastewater Emergency Response Organization of Orange County (WEROC) Daily Situation Reports
and Emergency Action Plan
Staff successfully completed FEMA Grants portal where the District can be reimbursed for COVID-19 related expenses.
All meetings including staff, committees, study sessions and Board of Directors meetings are being teleconference by using
Zoom.
Coordinated efforts with Orange County Sanitation District on the What2Flush campaign to educate the public on the risk of
flushing products. Posted on social media the only things that should be flushed are the 3Ps (PEE, POOP, and toilet
PAPER).
Solid waste collections including curbside, large items and household hazardous waste are still being performed by CR&R
Environmental Services.
Subject 4. Update on District's Response to COVID-19
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Discussion
Goals 5.0 Administrative Management
5.5 Refine emergency operations procedures and upgrade infrastructure
6.0 Personnel/Organizational Management
6.3 Promote a safety culture within the organization
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CR&R will be applying for an Emergency Waiver of Standards at CalRecycle, which allows them to address the changes
needed to process solid waste materials that have resulted from a declared emergency. This waiver grants temporary relief
from state mandates, such as AB 939, and allows CR&R to temporary transfer recyclables to the landfill.
Legal Review
Not applicable
Environmental Review
Providing the Board of Directors an update on the District's response to COVID-19 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
Total expenditures for responding to COVID-19 is not yet determined. Staff will submit public assistance grants to FEMA to help
defray some expenditures incurred during this pandemic.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the April 14, 2020 Board of Directors Study
Session at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
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C. ITEMS OF STUDY
To: Board of Directors
From: Noelani Middenway, CMC
Date: March 23, 2020
Subject: Consider appointing one member to the Citizens Advisory Committee to fill the vacant one-year term ending in
March 2021, and appoint six members to serve a two-year term ending in March 2022
Summary
There are currently seven vacancies on the Citizens Advisory Committee (CAC) that require the Board to appoint new members to
serve on the committee.
Analysis
The Citizens Advisory Committee (CAC) consists of 11 members that provide advisory input on subject matters desired by the Board
of Directors. CAC members serve staggered terms of one or two years. One vacancy exists with a term ending in March 2021, and
six members having concluded their two-year term on March 11, 2020. It is now appropriate for the Board of Directors to nominate
and appoint new members to fill said vacancies.
Eight applications have been received and are included with this report for the Boards' consideration. The following individuals have
submitted applications:
Daniel Baume
Mike Carey
Birger Fernandez
Seth Greiner
Elodie Katz
Phil Marsh
Andrew Nielson
Leith Speights
Recommendation
That the Board of Directors appoint one member to the Citizens Advisory Committee to fill one vacancy for the term ending in March
2021, and to appoint six members to serve a two-year term ending in March 2022.
Legal Review
Not applicable.
Environmental Review
Appointing members to the Citizens Advisory Committee is an administrative matter, which 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.
Financial Review
Not applicable.
Subject 5. Consider appointing one member to the Citizens Advisory Committee to fill the
vacant one-year term ending in March 2021, and appoint six members to serve a
two-year term ending in March 2022.
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors appoint one member to the Citizens Advisory Committee to fill
one vacancy for the term ending in March 2021, and to appoint six members to serve a
two-year term ending in March 2022.
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Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the April 14, 2020 Board of Directors Study
Session at District Headquarters and posted on the District’s website.
Alternative Actions
Refer the matter back to staff.
File Attachments
2020 CAC Applications.pdf (536 KB)
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Apr 14, 2020 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, MAY 12, 2020 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, LOCATED AT 290 PAULARINO AVENUE,
COSTA MESA.
Subject 2. Adjournment
Meeting Apr 14, 2020 - Board of Directors Study Session
Access Public
Type Procedural