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Minutes_2020_02_19_Solid WasteProtecting our community's health and the environment by providing solid waste and wastewater collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Solid Waste Ad Hoc Committee 290 Paularino Avenue Costa Mesa, California 92626 MINUTES February 19, 2020 8:00 a.m. Committee members present: Vice President Bob Ooten, Director Michael Scheafer, Citizens Advisory Committee Member Elodie Katz, General Manager Scott Carroll, Management Analyst I Nabila Guzman, Finance Manager Kaitlin Tran, Accountant Lieu Tran, Management Analyst II and Acting District Clerk Gina Terraneo, Office Specialist Angela Colunga Committee members absent: Citizens Advisory Committee Member Monte Fields Others present: Jim Mosher, District resident Jennifer Nentwig, Tripepi Smith 1. Call to Order General Manager, Scott Carroll, called the meeting to order at 8:03 a.m. 2. Discuss Updated Proposals From Top 3 Public Relations Firms Management Analyst I, Nabila Guzman, updated the Committee on the proposal’s revised scope of services. She discussed the changes in price of each firm’s proposal for a 12-month project. She stated that District staff recommends Tripepi Smith based on their submitted cost, their understanding of the scope of services, and their alignment with the District’s goals. She noted that because the District has not budgeted for a public relations firm, the District plans on funding the cost equally between the Solid Waste fund and the Wastewater fund. She shared that the final cost for hiring Tripepi Smith is estimated to be $94,000 dollars. Mr. Carroll commented on the funding for the proposal and noted that Tripepi Smith will be required to perform solid waste and wastewater outreach campaigns. Solid Waste Ad Hoc Committee Minutes February 19, 2020 Page 2 of 5 Ms. Guzman noted that the topics for the four campaigns listed in the revised proposal will be chosen by District staff and do not affect the overall cost of the project. Citizens Advisory Committee (CAC) Member, Elodie Katz, inquired if the solid waste campaigns will focus on the District’s diversion efforts. Mr. Carroll confirmed that the solid waste campaigns will focus on the District’s diversion rate and the contamination of green waste. Vice President Ooten stated that he does not agree with changing the scope of services. He expressed support for Tripepi Smith’s proposal. He commented that he considers the project manager when evaluating proposals. He stated that he has focused on the lowest cost proposal, which is CV Strategies. He commended all three firms’ proposals and presentations. He discussed CV Strategies’ presentation and their recommendation of having a tactical plan. He noted that the future consultant will have to work with CR&R Environmental Services and the City of Costa Mesa. He stated that the District is responsible for 17% of the trash generated within the City of Costa Mesa. Vice President Ooten and Director Scheafer discussed the project manager and contact person for Tripepi Smith. Director Scheafer stated that he envisions a public relations firm increasing awareness within the District’s service area. He noted that since the District is responsible for solid waste and wastewater, it should take advantage of a public relations firm that will enhance both functions. He discussed the 12-month cost proposal of each firm. He noted that Tripepi Smith’s revised proposal listed a lower overall cost than their initial proposal. Mr. Carroll stated that District staff recommends Tripepi Smith because they provided a detailed cost proposal with no hidden fees. The Committee discussed the additional cost of website redesign and maintenance in the proposal. Management Analyst II and Acting District Clerk, Gina Terraneo, shared that the District spends about $6,500 dollars on its current website design and maintenance annually. Ms. Guzman mentioned that CR&R is contributing $19,000 dollars towards a public relations firm contract. She shared that this is in addition to their annual $35,000 contribution towards District programs. The Committee discussed the revised proposal’s scope of services. Solid Waste Ad Hoc Committee Minutes February 19, 2020 Page 3 of 5 CAC Member Katz inquired if the District’s Board of Directors is more concerned with public perception or the District’s diversion rate. Director Scheafer stated that each Board member will have a different opinion. He expressed his support for Tripepi Smith based on their location and revised proposal. Ms. Guzman shared that Jennifer Nentwig of Tripepi Smith is in attendance and can answer any questions pertaining to their proposal. Ms. Nentwig stated that Ryder Smith, the owner of Tripepi Smith, will be closely involved with the project and will provide overall strategy and consultation. She noted that she will be the day-to-day project manager. She mentioned her work experience and current projects with Tripepi Smith. Ms. Guzman discussed the total estimated cost of Tripepi Smith’s proposal. She noted that District staff will review their budget before the end of the fiscal year and determine if there are enough funds to support the additional cost for website redesign and maintenance. CAC Member Katz inquired about the scope of services performed by the District’s current public affairs consultant. Mr. Carroll stated that the District has a contract with Faubel Public Affairs, which helps the District with the politics of Orange County. He noted that Vice President Ooten, Director Scheafer, and himself meet with Faubel Public Affairs on a monthly basis and are briefed on all current issues taking place within the County. He stated that they have a flat retainer of $5,000 dollars a month with the District. CAC Member Katz expressed support for Tripepi Smith’s revised proposal. She discussed JPW Communications’ cost proposal and inquired if District staff considered negotiating it compared to Tripepi Smith’s proposal. Mr. Carroll stated that District staff cannot enter negotiations with one firm during the request for proposal process. He noted that in order to keep it fair, District staff would have to enter negotiations will all three firms. CAC Member Katz inquired about graphic examples by Tripepi Smith. Ms. Guzman stated that Tripepi Smith’s original proposal provided links to sample outreach material. Finance Manager, Kaitlin Tran, mentioned that JPW Communications’ out-of- pocket expenses include hiring a photographer and videographer. Solid Waste Ad Hoc Committee Minutes February 19, 2020 Page 4 of 5 Ms. Guzman added that JPW Communications’ out-of-pockets expenses also include printing, mailing, and photo stock costs. She mentioned that their revised proposal did not include mileage and travel fees. CAC Member Katz stated that JPW Communications’ cost proposal for awareness campaigns did not provide footnotes to explain detailed expenses. She expressed support for their design materials and efforts on changing public behaviors. Vice President Ooten recommended that District staff develop a tactical plan with Tripepi Smith to manage each goal. He expressed his support for staff’s recommendation of Tripepi Smith. Director Scheafer noted that the Committee supports staff’s recommendation. He emphasized the importance of staff providing the Board with specific reasons as to why Tripepi Smith has been selected at the next Regular Board Meeting. Mr. Carroll confirmed that the unanimous decision is to recommend to the Board a contract with Tripepi Smith at the next Regular Board Meeting scheduled for Monday, February 24, 2020. Director Scheafer suggested scheduling a kickoff meeting with the Board and Tripepi Smith, if their contract is approved by the Board. Vice President Ooten recommended that District staff and Tripepi Smith focus on explaining why it is important to carry out certain campaigns. He discussed organic waste contamination. He emphasized that CR&R and the City of Costa Mesa should be included in the discussion regarding waste diversion. District resident, Mr. Mosher, inquired about the formation and objective of the Solid Waste Ad Hoc Committee. He recommended reducing the proposal’s scope of services to focus on one campaign objective, rather than attempting multiple campaigns at once. He stated that he had no objection to staff’s recommendation of Tripepi Smith. Mr. Carroll stated that the Solid Waste Ad Hoc Committee’s overall objective is to increase the District’s diversion rate. He noted that the results from the 2019 Citizens Survey revealed that most residents are not aware of the District’s free programs which are designed to help increase the diversion rate. He shared that the Committee was tasked with selecting a public relations firm that will help the District increase their public outreach and education efforts and help change incorrect habits and behaviors regarding recycling and waste contamination. Vice President Ooten stated that he recommended the formation of the Solid Waste Ad Hoc Committee to better understand organic waste and recycling. He Solid Waste Ad Hoc Committee Minutes February 19, 2020 Page 5 of 5 noted that the scope of the Committee has been expanded to better educate the public on new regulations. Mr. Mosher shared a non-agenda comment with the Committee regarding a recycling program on KCET television network. He mentioned that the program focused on the lack of a market for solid waste recycling. He stated that most companies no longer have a means of disposing of plastic materials. He inquired if the Committee is aware of how CR&R is recycling mixed waste materials. Director Scheafer discussed the Solid Waste Association of North America (SWANA), which focuses on the current issue of Asian markets no longer accepting recycling materials. Mr. Carroll shared that CR&R will be presenting a plan for recycling mixed waste materials to the District’s Board of Directors. Ms. Guzman discussed CR&R’s Master Manifest report which is issued at the end of each fiscal year. She noted that staff will share CR&R’s plan with the Citizens Advisory Committee and the public relations firm to assess how to better educate the public on appropriate recycling methods. Vice President Ooten discussed cardboard recycling and organic waste contamination. There was no more discussion. Adjournment – 9:09 a.m.