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Minutes_2020_01_22_Annual AccomplishmentsProtecting 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 2019 Annual Accomplishments Ad Hoc Committee 290 Paularino Avenue Costa Mesa, California 92626 MINUTES January 22, 2020 9:00 a.m. Committee members present: President Jim Ferryman, Secretary Arlene Schafer, General Manager Scott Carroll, Management Analyst II & Acting District Clerk Gina Terraneo, Office Specialist Angela Colunga Committee members absent: None. Others present: There were no members of the public present. 1. Call to Order General Manager, Scott Carroll, called the meeting to order at 9:00 a.m. 2. Review of 2019 Year End Report Mr. Carroll introduced the 2019 Year End Report to the Committee. He noted that the report will be presented to the Board of Directors at their next Regular Board meeting. Mr. Carroll discussed the District’s “Just Cause” of keeping the water environment pollution free. Secretary Schafer suggested editing the “Just Cause” to mention sanitation. Management Analyst II & Acting District Clerk, Gina Terraneo, noted that the “Just Cause” explains why the District provides its services and that it is an effort to connect the public with the importance of having clean water. Mr. Carroll stated that page 4 of the report highlights awards given to the District in 2019. He noted that the District received two new awards last year: the award for excellence in public information and communication for the Citizens Environmental Protection Academy (CEPA) from California Public Information Officials (CAPIO) and an award for outstanding HHW/Universal/Electronic recycling from the 2019 Annual Accomplishments Ad Hoc Committee Minutes January 22, 2020 Page 2 of 3 California Resource Recovery Association (CRRA). Mr. Carroll shared the report’s list of 2019 highlights on page 5. He then discussed the report’s list of 2019 community relations on page 6. Mr. Carroll noted that a few staff members have recently reviewed proposals for a public relations firm for the District. He stated that the top two proposals will be giving presentations to the Solid Waste Ad Hoc Committee which will select and recommend one public relations firm to the Board of Directors. Secretary Schafer suggested mentioning the District’s partnership with the Orange Coast College (OCC) Recycling Center in the report. Mr. Carroll recommended adding it as an accomplishment along with the total amount of fats, oils, and grease collected in 2019. Mr. Carroll highlighted the solid waste data and accomplishments listed on page 7 of the report. Secretary Schafer asked if the District will be hosting the Compost Giveaway and Clothing Donation Event at OCC Recycling Center every year. Mr. Carroll noted that the District plans on continuing the Compost Giveaway event, but will no longer be hosting a Clothing Donation event. He stated that the District cannot secure any agencies that will assist with the Clothing Donation event. He noted that Goodwill and Salvation Army are not equipped with the necessary resources to help the District. Mr. Carroll stated the 2019 data and accomplishments of the District Clerk, Human Resources department, and District Counsel on page 8. Secretary Schafer inquired if there will be another meeting for the 2019 Annual Accomplishments Ad Hoc Committee. Mr. Carroll noted that this meeting is the only meeting scheduled for this Committee, since the 2019 Year End Report will be presented to the Board at their Regular Board Meeting scheduled for Monday, January 27, 2020. Secretary Schafer discussed the role of the Citizens Advisory Committee (CAC). She inquired if the CAC is approving the Board of Directors’ meeting minutes. Mr. Carroll clarified that the CAC does not approve the Board of Directors’ meeting minutes. He stated that the CAC will review the Board of Directors’ meeting minutes to remain updated with District affairs and that the CAC is only responsible for approving their own CAC meeting minutes. Mr. Carroll reviewed the District’s Finance department, Permits department, and District Treasurer’s 2019 data and accomplishments listed on page 9. He commented about the importance of the District’s increase in cyber security. Mr. Carroll then highlighted that the Finance department received the Certificate of Excellence in Finance Reporting for the Comprehensive Annual Financial Report (CAFR) and the award for Outstanding 2019 Annual Accomplishments Ad Hoc Committee Minutes January 22, 2020 Page 3 of 3 Achievement in Popular Financial Reporting for the Popular Annual Financial Report (PAFR). He noted that not many public agencies produce a PAFR. President Ferryman inquired about the PAFR. Mr. Carroll shared that the PAFR is a condensed version of the CAFR and typically consists of financial graphs to convey data. Secretary Schafer asked if the 2019 Year End Report will list how many permits have been issued to applicants referred by the City of Costa Mesa. Mr. Carroll stated that that type of data is tracked by the City of Costa Mesa and not by the District. He then reviewed the District’s 2019 wastewater data and accomplishments listed on page 10. The Committee discussed the cleaning of the sewer system and the purchase of a new wastewater truck. President Ferryman inquired if the District performed an evaluation on whether it would be more advantageous to lease a new cleaning truck rather than purchase a new truck. Mr. Carroll noted that the District researched leasing a truck, but discovered that the District would end up spending more money on the accrued interest. He stated that the District saves every year to purchase new equipment. Mr. Carroll discussed the reliability of Haker products versus Vacall products. He shared that the District contacts other sanitary districts to research equipment and different brands. Mr. Carroll then reviewed the 2019 infrastructure projects listed on page 11. President Ferryman asked how long the District waits to replace infrastructure and if the District’s pumps are inspected regularly. Mr. Carroll stated that the District is very proactive with replacing infrastructure and that it exercises all pumps regularly as part of their standard operating procedures. Mr. Carroll discussed upcoming projects and infrastructure upgrades of 2020. He shared that a copy of the 2019 Year End Report will be given to the Liaison Committee and posted on the District’s website. There was no more discussion. 3. Adjournment – 9:50 a.m.