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Minutes - Board - 2020-04-14COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION APRIL 14, 2020 NOTE: THIS MEETING WAS CONDUCTED UTILIZING TELECONFERENCING PURSUANT TO GOVERNMENT CODE SECTION 54952.2 AND THE GOVERNOR'S EXECUTIVE ORDERS IN EFFECT WAIVING SOME OF THE REQUIREMENTS OF THAT SECTION. Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Gina Terraneo (Management Analyst 11), Nabila Guzman (Management Analyst 1) Others present None Meeting called to order at 9:30 A.M. A. OPENING ITEMS Procedural: 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.) President Ferryman called the meeting to order at 9:30 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Ferryman, Vice President Ooten, Secretary Schafer, Director Scheafer, and Director Perry were present at this time. B. PUBLIC COMMENTS Procedural: 1. Public Comments COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 14, 2020 President Ferryman opened public comments. He noted that the public has access to the online meeting. Hearing nothing, President Ferryman closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. March 2020 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, stated that the District's Code Enforcement Officer, Ed Roberts, is not present. He noted that there is no March 2020 Code Enforcement Officer Report due to the COVID-19 pandemic. He shared that the District suspended Code Enforcement duties until COVID-19 restrictions by the State of California subside. He commented that there has been a decrease in scavenging due to the closure of recycling centers and a decrease in public complaints regarding trash carts in public view. President Ferryman stated that the District must adhere to Governor Newsom's Executive Orders regarding COVID-19. There was no further discussion. Action: 2. February & March 2020 Organics Tonnage Report Recommendation: That the Board of Directors receives and file this report. Mr. Carroll presented the report details. He noted that there are no changes in organic waste collection services by CR&R Environmental Services. Ms. Middenway read aloud District resident Jim Mosher's written public comments related to the emergency waiver and the handling of organic waste. Mr. Carroll shared that District staff informed Mr. Mosher that organic waste is being collected as usual and transported to CR&R's Anaerobic Digestion Facility. There was no further discussion, and the report was received. Action, Receive and File: 3. February & March 2020 Solid Waste Diversion Report Recommendation: That the Board of Directors receives and file this report. Mr. Carroll presented the report details. Ms. Middenway read aloud Mr. Mosher's written public comments related to the closure of recycling facilities and the management of recyclables. Mr. Carroll noted that the District received a notice from CR&R on March 19, 2020 regarding COVID-19's social distancing guidelines and its effects on processing recyclables. He shared that CR&R has been disposing all recyclables at landfills. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 14, 2020 He clarified that the February & March 2020 Solid Waste Diversion Report does not reflect CR&R's changes in processing recyclables. He stated that the report details CR&R's waste characterization study and explained that it does not suffice as a complete tonnage report. He suggested that the Board discontinues the Solid Waste Diversion reports because they are not an accurate reflection of what is being disposed at landfills. He recommended that staff present the report closer to the end of this year and include accurate data from CR&R's manifest. President Ferryman stated that if CR&R's normal procedures resume, then the District can continue with its monthly Solid Waste Diversion reports. Mr. Carroll stated that CR&R is requesting a temporary reprieve on California's diversion mandates which, if granted, will affect the monthly Solid Waste Diversion reports. Director Perry expressed his support for Mr. Carroll's suggestion of providing the Board with a more accurate report at the end of the year. He noted that the District's diversion rate will decrease due to recyclables being disposed at the landfills during the pandemic. Vice President Ooten recommended that the District contacts CR&R to correct the report to include accurate data. Mr. Carroll confirmed that the District will discuss the matter with CR&R and will continue to track the information on a monthly basis. He stated that he is requesting a temporary suspension on presenting the report to the Board. The Board directed Mr. Carroll to proceed with his recommendation. There was no further discussion. Action, Receive and File: 4. Update on District's Response to COVID-19 Recommendation: That the Board of Directors receive and file this report. Mr. Carroll provided the District's updated response to COVID-19. He noted that Governor Newsom's statewide Stay -At -Home Order, which was issued on March 19, 2020, is still in effect. He stated that the District has taken several measures to ensure the safety of its employees and members of the public. He highlighted that the District's wastewater staff is performing routine cleaning daily and utilizing personal protective equipment. He noted that each wastewater employee is assigned to their own work vehicle that is equipped with hand sanitizer. He stated that the District acquired two manhole splash guards to prevent misting while cleaning. He shared that the District Yard and District Headquarters are disinfected daily. He added that the District hired National Plant Services to assist with the cleaning of approximately 1,000 feet of pipeline for $65,000. He assured the Board that District Headquarters is closed to the public and that District staff is working staggered shifts. He noted that District staff are still reviewing sewer plans, which COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 14, 2020 the public can submit electronically or place in a drop box located outside of District Headquarters. He shared that all payments must be submitted online with a credit card. He stated that the District updated its Benefits Policy to incorporate the new Emergency Paid Sick Leave and the Emergency Family and Medical Leave Expansion Act, and that the District developed a COVID-19 Leave Policy. He shared that District staff is participating in daily Operational Area conference calls to obtain the latest COVID-19 news, and that staff is receiving Water Emergency Response Organization of Orange County (WEROC) Daily Situation Reports. He confirmed that District staff completed enrollment in the Federal Emergency Management Agency's (FEMA) grants portal which will assist with the reimbursement of COVID-19 related expenses. He stated that all District meetings are being conducted through the teleconferencing platform Zoom. He shared that the District has coordinated with the Orange County Sanitation District (OCSD) on the What2Flush campaign to educate the public on the risk of flushing anything other than the 3Ps — Pee, Poop, and Toilet Paper. He stated that Tony Gomez, the District's SCADA Technician, filmed a public service announcement on Friday, April 10, 2020 with Costa Mesa Brief. He noted that he will share the announcement with the Board once it is completed. He added that solid waste collections are still being performed by CR&R, and that CR&R will be applying for an Emergency Waiver of Standards from CalRecycle which allows them to address the change in the disposal of recyclables. Lastly, he mentioned that the City of Costa Mesa issued a proclamation regarding the use of face masks in public. He noted that he has consulted District Counsel, Alan Burns, for a legal review of the proclamation to confirm whether District staff is exempt. He shared that face masks may make breathing difficult for wastewater staff while performing cleaning and maintenance work. He recommended providing the wastewater staff with the option to wear a face mask while working. President Ferryman inquired if the District has a source for purchasing face masks. He noted that he has had difficulty securing a mask. Mr. Carroll stated that the District has requested the N95 masks. He noted that District staff is currently using other types of cloth masks for protection. He added that cloth masks decrease one's ability to breath normally. Secretary Schafer stated that NBC News highlighted the City of Costa Mesa's proclamation for all members of the public to wear face coverings. Mr. Carroll stated that he is requesting an exemption for District staff due to the California Health and Safety Code. Director Scheafer expressed concern about the public's potential response to District staff performing public maintenance without face masks. Mr. Carroll shared that the District will conduct public outreach explaining why District staff is exempt from wearing face masks. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 14, 2020 Director Scheafer shared that members of the public are concerned about the spread of COVID-19 through their trash carts. He suggested that District staff develop a social media post reminding the public that their trash services are completely automated. Director Perry recommended informing the public that their waste hauler will not service any trash that does not fit inside a trash cart. He inquired about the number of plans that are being submitted electronically. Mr. Carroll noted that the number of submitted plans has decreased. Director Perry and Secretary Schafer expressed support for the District's updated response to COVID-19. There was no further discussion, and the report was received. Action: 5. Consider appointing one member to the Citizen's 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. 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. Ms. Middenway provided report details. She stated that the District has received eight applications to fill a seven -member vacancy on the Citizens Advisory Committee (CAC). She noted that one member will be needed to fill a one-year term ending in March 2021 while the other six members will be serving a two-year term ending in March 2022. She read aloud Mr. Mosher's comments regarding the title and recommendation for the staff report. She clarified that the report is presented for the Board's review rather than for consideration. She noted that the Board will make their nominations and appointments on this item at the Regular Board Meeting scheduled for Monday, April 27, 2020. Secretary Schafer inquired if there are any new applicants for the CAC. Ms. Middenway confirmed that four out of the eight applications are new applicants. She shared the names of the four new applicants and the names of applicants seeking reappointment. Director Scheafer noted that a couple applicants did not fully complete their application and recommended that the District instructs them to submit a complete application before the Board makes appointments. Secretary Schafer inquired about the CAC's process for selecting its Chair and Vice Chair. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD APRIL 14,2020 Ms. Middenway confirmed that the CAC will make their appointments once the vacancies are filled. There was no further discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Secretary Schafer inquired about the upcoming Regular Board Meeting scheduled for Monday, April 27, 2020 at 4:30 P.M. Ms. Middenway confirmed that the upcoming meeting will be conducted through Zoom. Vice President Ooten shared that Governor Newsom will be making a public announcement later in the day regarding the State's response to COVID-19. Director Scheafer expressed recognition for District staff and their dedication to the Costa Mesa Sanitary District. There was no further discussion. Procedural: 2. Adjournment President Ferryman adjourned the meeting at 9:59 A.M. a4v�� Arlene Schafer Secretary f) Jalwes Ferryman Prident