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agendapacket_2019_09_18_cacWednesday, September 18, 2019 Citizens Advisory Committee WHEN: Wednesday, September 18, 2019, 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Noelani Middenway, District Clerk PHONE: (949) 645-8400, Ext. 227 EMAIL: nmiddenway@cmsdca.gov A. OPENING ITEMS 1. Call to Order 2. Roll Call 3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be extended for good cause by a majority vote of the committee). B. ITEM 1. Approve the Citizens Advisory Committee Meeting Minutes of July 17, 2019 2. Approved Board of Directors Regular Meeting Minutes of July 25, 2019 3. Draft Board of Directors Regular Meeting Minutes of August 22, 2019 4. 2019 Citizen Survey Questions 5. Consider Appointing two Citizens Advisory Committee members to serve on the Solid Waste Ad Hoc Committee 6. 75th Anniversary Open House & State of the District 7. Special Districts Week C. CLOSING ITEMS 1. Committee Member & Staff Comments 2. Adjournment Wednesday, September 18, 2019 Citizens Advisory Committee WHEN: Wednesday, September 18, 2019, 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Noelani Middenway, District Clerk PHONE: (949) 645-8400, Ext. 227 EMAIL: nmiddenway@cmsdca.gov A. OPENING ITEMS Subject 1. Call to Order Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Procedural A. OPENING ITEMS Mike Carey, Chair Albert Graham, Jr., Vice Chair Andrew Nielsen Elodie Katz Judith Gielow Judith Takaya Mike McIlroy Monte Fields Phil Marsh Steven Takahashi Sue Lester Subject 2. Roll Call Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Procedural A. OPENING ITEMS Subject 3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be extended for good cause by a majority vote of the committee). Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Procedural B. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 18, 2019 Subject: Approve the Citizens Advisory Committee Meeting Minutes of July 17, 2019 Summary The recorded minutes of the July 17, 2019 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on July 17, 2019. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 ”Projects” does not include …. C. Continuing administrative or maintenance activities.” 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 18, 2019 Joint Citizens Advisory Committee & Board of Directors meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2019_07_17_cac.docx (93 KB) Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of July 17, 2019 Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Minutes View Minutes for Jul 17, 2019 - Citizens Advisory Committee Meeting B. ITEM Board of Directors Regular Meeting (Thursday, July 25, 2019) Members present Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent Art Perry Staff present Scott Carroll (General Manager), Alan Burns (District Counsel), Robin Hamers (District Engineer), Marc Davis (District Treasurer), Noelani Middenway (District Clerk & Public Information Officer), Kaitlin Tran (Finance Manager), Gina Terraneo (Management Analyst II) Others present Jim Mosher (District resident) Meeting called to order at 5:30 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:30 P.M. Procedural: 2. Pledge of Allegiance - President Ferryman President Ferryman led the Pledge of Allegiance. Procedural: 3. Invocation - Vice President Ooten Vice President Ooten led the Invocation. Procedural: 4. 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.) District Clerk and Public Information Officer, Noelani Middenway, conducted roll call and noted that President Ferryman, Vice President Ooten, Secretary Schafer, and Director Scheafer were present. She added that Director Perry was absent and excused from the meeting. Procedural: 5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. None at this time. Procedural: 6. Ceremonial Matters and Presentations None at this time. B. Public Comments Procedural: 1. Public Comments Subject 2. Approved Board of Directors Regular Meeting Minutes of July 25, 2019 Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Minutes Minutes View Minutes for Jul 25, 2019 - Board of Directors Regular Meeting President Ferryman opened public comments. Seeing no one wishing to speak, he closed public comments. C. CONSENT CALENDAR Action (Consent): 1. Approve Consent Calendar Recommendation: That the Board of Directors approve the Consent Calendar as presented. Action (Consent), Minutes: 2. Approve the Board of Directors Study Session Minutes of June 18, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent), Minutes: 3. Approve the Amended Board of Directors Regular Meeting Minutes of June 27, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 4. Payroll Transparency Disclosure for June 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 5. Approve the Directors' Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 6. Adopt Warrant Resolution No. CMSD 2020-01 Approving District Warrant Registers Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-01 approving District warrants for the month of June 2019 in the amount of $700,641.80. Action (Consent): 7. Accept the occupancy count as presented as 22,821 and direct staff to prepare a warrant to CR&R Environmental Services for $223,540.82 for June 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,821 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for June 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $223,540.82 to be ratified in the July 2019 warrant list. Action (Consent): 8. Approve the preparation of a warrant to CR Transfer in the amount of $196,295.59 for June 2019 recycling and disposal services in the July 2019 warrant register Recommendation: That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $196,295.59 for June 2019 recycling and disposal services to be ratified in the July 2019 warrant register. Action (Consent): 9. Contracts Signed by General Manager Recommendation: That the Board of Directors receive and file this report. Action: 10. Consider Adopting Ordinance No. 128 Prohibiting Interference with District Easements, Sewer Facilities and Adopting Sewer Easement Maintenance Cooperation Standards and Amending the Chapter Number for Incorporation into the District's Operations Code Recommendation: That the Board of Directors adopt Ordinance No. 128 Prohibiting Interference with District Easements, and Sewer Facilities and Adopting Sewer Easement Maintenance Cooperation Standards and Amending the Chapter Number for Incorporation Into the District's Operations Code. Motion: To approve the Consent Calendar as presented. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There were no questions or discussion. President Ferryman moved Item G1 forward in the meeting to accommodate District Treasurer, Marc Davis' schedule. G. TREASURER'S REPORTS Action: 1. Approve the Investment Report for the Month of June 2019 Recommendation: That the Board of Directors approve the Investment Report for the month of June 2019. Mr. Davis provided an overview of the June 2019 Investment Report. He noted that as of June 30, 2019, the District's investment portfolio was earning 1.98%. Mr. Davis explained that the Dow has fluctuated over time, but it is about 4,000 points up overall for the first six months of 2019. He noted that this has resulted in the District's treasuries going down slightly. Additionally, Mr. Davis shared that one of the District's investments (a negotiable certificate of deposit) matured in June, and that money was reinvested into two additional certificates of deposit that are earning about 2%. He added that interest rates are starting to decrease, which is resulting in more investments getting called back. Lastly, he noted that 40% of the portfolio is due to mature within the next six months and he welcomed questions. Director Scheafer asked if Mr. Davis foresees there being any financial impact from the recent changes in leadership in the United Kingdom and Puerto Rico. He asked if the District has any international investments. Mr. Davis noted that he has not seen any impact yet, other than the trend of treasuries coming down. He noted that the District does not currently have any investments in Puerto Rican banks (although this is allowed), and no supernational obligations or World Bank investments. Discussion followed regarding supernational obligations. Motion: To approve the Investment Report for the month of June 2019. Motion by Arlene Schafer, second by Mike Scheafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. D. PUBLIC HEARINGS None at this time. E. GENERAL MANAGER'S REPORTS Action: 1. Consider Contribution Program Application for Second Chance Orange County Gala Event Recommendation: That the Board of Directors: 1. Approve the Second Chance Orange County contribution application requesting a $1,000 table sponsorship for their Gala Event on September 17, 2019; and 2. Make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, proper disposal or prevention of sanitary sewer overflows by disseminating program flyers at the event. General Manager, Scott Carroll, shared that the District received a Contribution Program Application from Second Chance Orange County ("Second Chance OC") requesting a $1,000 table sponsorship for their September 17, 2019 Gala Event. He explained that this event allows Second Chance OC to fundraise and showcase their achievements in reducing homelessness in Orange County. Mr. Carroll noted that the table sponsorship would include 8 tickets, and he suggested that the contribution can support the District's mission of protecting the environment and the community's health through reducing the impacts of homelessness on public health. He added that the District would be given the opportunity to display flyers promoting its special programs (such as the Sewer Inspection Rebate Program and the Citizens Environmental Protection Academy) on Gala tables. President Ferryman confirmed the requested amount. Secretary Schafer noted that the staff report indicates that the District has $5,000 remaining for the purpose of contributions. She commented that she cannot see the District contributing $1,000, and that the event does not fully serve the District's purpose. She added that a $500 contribution may be more appropriate if the Board decides to contribute. Lastly, she noted that the Board Members may not be able to attend the Gala. President Ferryman indicated agreement with Secretary Schafer. Director Scheafer confirmed that Second Chance OC would allow the District to promote multiple programs in exchange for the contribution. He also verified the District's remaining contribution budget. He reiterated that the District and Second Chance OC have worked toward the reduction of homelessness in Costa Mesa, and he noted that the Gala presents an opportunity for District officials to network with other local officials. He commented that this may be beneficial given the upcoming Municipal Service Review (MSR) process. He indicated that he would support a $1,000 contribution. Vice President Ooten commented that the Gala is not taking place in Costa Mesa and indicated that he has some reservations regarding a $1,000 contribution. He asked if District staff will attend the Gala. Mr. Carroll shared that he attended the Gala last year, but paid for his own ticket. He noted that he will do the same this year if the Board decides against the contribution. He added that the Board has a good relationship with Costa Mesa's elected officials, but could improve relations with Newport Beach's elected officials. District resident and wastewater customer, Jim Mosher, commented that the District is renting office space to Second Chance OC for what is likely to be a good rate. Mr. Carroll commented that the office space is being rented at market rate. Mr. Mosher suggested that Second Chance OC should be offering the District recognition for the office space rental, and perhaps it is not necessary for them to request $1,000 in addition to this. He commented that the staff report did not include the anticipated attendance, and he noted that he believes the advertising benefit would make a relatively small impact. Mr. Mosher suggested that the majority of the contribution would go toward the cost of dinner. He added that the event is scheduled on the same evening as the Newport Beach Homeless Task Force meeting, which could result in those individuals being late for the event. Lastly, he commented that the stated purpose seems far from the core purposes of the District. Motion: To approve a contribution of $500 toward Second Chance OC's Gala on September 17, 2019 and to make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, proper disposal, and prevention of sanitary sewer overflows by disseminating program flyers at the event. Motion by Arlene Schafer. Substitute Motion: To approve a contribution of $1,000 toward Second Chance OC's Gala on September 17, 2019 and to make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, proper disposal, and prevention of sanitary sewer overflows by disseminating program flyers at the event. Motion by Mike Scheafer. Motion died for lack of a second. Motion: To approve a contribution of $500 toward Second Chance OC's Gala on September 17, 2019 and to make a finding that this contribution will increase District visibility and promote the District's purposes of recycling, proper disposal, and prevention of sanitary sewer overflows by disseminating program flyers at the event. Motion by Arlene Schafer, second by Jim Ferryman. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer Director Scheafer commented that he supported the original motion because he did not want Second Chance OC to end up without a contribution. Mr. Carroll noted that he will bring the decision to Second Chance OC to find out if they will still allow the District to disseminate flyers, even though the contribution is less than they requested. President Ferryman noted that, as stated in the motion, the contribution is contingent upon the District having the opportunity to disseminate flyers to promote its programs. There was no further discussion. Action: 2. Receive and File the 2015-20 Strategic Plan Quarterly Update - FY 2018-19 4th Quarter Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented the 2015-20 Strategic Plan Quarterly Update for the fourth quarter of FY 2018-19. He welcomed questions. Director Scheafer inquired about a change that was made to a project involving Indus Street. District Engineer, Robin Hamers, noted that budget adjustments were already made for the Indus project. There was no further discussion and the report was received. Action: 3. Receive and File Preliminary Fourth Quarter Budget Review for FY2018-19 Recommendation: That the Board of Directors receive and file this report. Finance Manager, Kaitlin Tran, presented the preliminary fourth quarter Budget Review for FY 2018-19. She noted that not all of the invoices for this quarter have been received and paid yet, and that the numbers will not be finalized until the annual audit is completed later in the year. Ms. Tran provided overviews of the projected statuses for the Solid Waste and Wastewater Funds. Additionally, she noted that the Solid Waste Fund is projected to be under budget by $123,400 and the Wastewater Fund is projected to be over budget by $99,500 as of June 30, 2019. Director Scheafer requested that District staff prepare a future Study Session item about the public outreach efforts for the Sewer Inspection Rebate Program. Vice President Ooten asked why local plumbers are not utilizing this program. Director Scheafer noted that plumbers do not have an incentive to take a proactive approach to sewer maintenance. Mr. Hamers added that plumbers do not get much profit from conducting closed circuit television (CCTV) inspections. He noted that District staff review the CCTVs that are conducted through this program and encourage residents to obtain at least three quotes before conducting maintenance or repair work (if it is required). Secretary Schafer suggested that the District advertise the program in the next newsletter. Vice President Ooten suggested that District staff look into targeting advertising toward homeowners in areas that are more at risk for sewer lateral blockages, such as areas with large trees. Mr. Carroll noted that District staff will include this on the agenda for the September Study Session. There was no further discussion and the report was received. Action: 4. Performance Measurement Program Update Report: January - June 2019 Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented the January to June 2019 Performance Measurement Program update. He noted that the District is meeting the majority of its benchmarks. Mr. Carroll directed the Board's attention to the benchmark related to inflow on page 5, and he added that the District has surpassed its social media outcomes, shown on page 34. Mr. Davis exited the meeting at 6:08 P.M. Director Scheafer congratulated the District on reducing its Experience Modification (EMOD) rate, because this has resulted in lower workers' compensation insurance premiums. Vice President Ooten suggested that the District look into enhancing its office emergency preparedness efforts. He also inquired about the District's efforts to outfit its electrical panels for earthquake resistance. Mr. Carroll confirmed that all the District's electrical panels are bolted down in case of earthquakes. There was no further discussion and the report was received. Action: 5. California Special Districts Association Board of Directors Southern Network (Seat B) Election Recommendation: That the Board of Directors nominate and vote for one candidate for the CSDA Board of Directors Southern Network, Seat B, and direct General Manager, Scott Carroll, to electronically vote for said candidate. Mr. Carroll noted that he is seeking direction regarding the Board's nominee and vote for the CSDA Board of Directors Southern Network, Seat B. Director Scheafer recommended that the Board vote for Kathleen Tiegs, based on her extensive qualifications and experience. Secretary Schafer indicated agreement with Director Scheafer. She noted that Kathleen Tiegs has been on the CSDA Board before. Vice President Ooten also indicated support for Kathleen Tiegs. Director Scheafer commented that he appreciates that Kelly Rivers is a local candidate and would represent Orange County. Motion: To nominate and vote for Kathleen Tiegs for the CSDA Board of Directors Southern Network, Seat B, and direct General Manager, Scott Carroll, to electronically vote for said candidate. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. Action: 6. General Manager Declaring Emergency Work for Two Inverted Siphons on Bristol Street - Update Recommendation: That the Board of Directors: 1. Receive and file this report; and 2. Approve the transfer of $452,000 from project number 318, President Pump Station to the Annual Sewer Maintenance account to pay for the emergency work on Bristol Street. Mr. Carroll noted that he declared a state of emergency for the work that needed to be done on the two inverted siphons on Bristol Street. He commended Mr. Hamers' efforts to work with the contractor to avoid a sanitary sewer overflow. Lastly, he noted that District staff is requesting a transfer of $452,000 from Project #318 (President Pump Station) for the emergency work. Mr. Hamers noted that although District staff is requesting the transfer of funds from Project #318, he believes that there are enough remaining funds in that project to move forward with Option #2 to analyze the concrete vault for reuse. He added that tonight is expected to be the last night of emergency work on the inverted siphons; however, he noted that there may be additional non-emergency work that needs to be done on the siphons to address significant water intrusion. Lastly, he reiterated the staff recommendation. President Ferryman commended Mr. Hamers and Mr. Carroll on their handling of this emergency situation. Motion: To approve the transfer of $452,000 from Project #318 President Pump Station to the Annual Sewer Maintenance account to pay for the emergency work on Bristol Street and determine by a 4/5 vote that there was a need to continue with the emergency work. Motion by Bob Ooten, second by Mike Scheafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer Vice President Ooten inquired about the schedule for Project #318. Mr. Hamers shared that confined space entry has been made into the vault and ground penetrating radar (GPR) has been used to determine the status of the concrete walls. He added that the structural analysis is currently being done, and he anticipates that the results will be positive. Vice President Ooten confirmed that the design will likely proceed through the end of the year, and the construction will likely begin next March. Mr. Carroll shared that this item will be brought back to the Board once the work is complete to request approval of completion and to present the final numbers. Director Scheafer commented that the Orange County Council of Governments (OCCOG) discussed a new program that will utilize lidar and drones. He noted that it seemed like these tools may be made available to member agencies. He asked if it would be possible to use these methods to find out if other problematic siphons exist in the District's service area. Mr. Hamers noted that drones are already used for surveying, while GPR and lidar are new advancements in the field. There was no further discussion. Action: 7. Proposition 218 Certification of Assessment FY 2019-20 Recommendation: That the Board of Directors confirm Proposition 218 Certification of FY 2019-20 Assessment charges and file with County Auditor-Controller Office. Mr. Carroll noted that the County Auditor-Controller Office is asking for a certification of the Prop 218 solid waste assessment charges for FY 2019-20. He noted that he does not believe this was required when the District previously increased its wastewater rates. Director Scheafer asked if the certification indicates that the District followed the required Prop 218 procedures. District Counsel, Alan Burns, noted that the certification also indemnifies and holds the County harmless in the case that the District did not follow Prop 218 procedures. Motion: To confirm Proposition 218 Certification of FY 2019-20 Assessment charges and file with County Auditor-Controller Office. Motion by Arlene Schafer, second by Mike Scheafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. Action: 8. Consider Changing the date of the October Board Regular Meeting to October 29, 2019 Recommendation: That the Board of Directors approve changing the date of the October regular Board meeting to October 29, 2019. Mr. Carroll noted that he will be attending the International City/County Management Association (ICMA) Annual Conference in Nashville, TN during the next scheduled Board Meeting on October 22, 2019. He presented the recommendation for the Board's consideration. Motion: To approve changing the date of the October regular Board Meeting to October 29, 2019. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer Vice President Ooten shared that he may be out of town during this timeframe. Mr. Hamers confirmed that the meeting will take place at 5:30 P.M. There was no further discussion. F. ENGINEER'S REPORTS Action, Receive and File: 1. Receive and File the Monthly Capital Improvements Project Status Report Recommendation: That the Board of Directors receive and file the report. Mr. Hamers presented the Capital Improvements Project (CIP) Status Report and welcomed questions. There were no questions or discussion and the report was received. Receive and File: 2. Declaration of Conflict of Interest - 1521 Kathleen Lane, Newport Beach Recommendation: That the Board of Directors receive and file the report. Mr. Hamers noted that he is the engineer on record for this project, which involves the reconstruction of a home. There were no questions or discussion and the report was received. Receive and File: 3. Declaration of Conflict of Interest - 418 E. 18th St., Costa Mesa Recommendation: That the Board of Directors receive and file the report. Mr. Hamers noted that he is the engineer on record for this project, which involves the preparation of a water meter plan for the addition of a granny unit. There were no questions or discussion and the report was received. Action: 4. Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test Recommendation: That the Board of Directors direct staff to proceed smoke testing the Mendoza Pump Station Tributary Area. Mr. Hamers shared that he presented the proposed Mendoza Pump Station smoke test to the Citizens Advisory Committee (CAC) and received their recommendation in support of conducting the test. He explained that the test involves driving smoke into the sewer main with a blower, and observing whether the smoke goes up the sewer laterals and out of roof vents or other illegal connections. Mr. Hamers noted that the east portion of the Orange County Fairgrounds is included within the proposed test area (half of the tributary area of the Mendoza Pump Station), and he commented that he hopes the District will identify the primary sources of inflow while conducting the smoke test in this area. Motion: To direct staff to proceed smoke testing the Mendoza Pump Station Tributary Area. Motion by Bob Ooten, second by Arlene Schafer. Director Scheafer confirmed that the District's proposed vendor takes precautions in notifying residents and the fire department prior to conducting the smoke test. Mr. Hamers added that the Police Department will also be notified. Secretary Schafer commended Mr. Hamers on his presentation to the CAC. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Information: 1. Orange County Sanitation District (OCSD) - (President Ferryman) President Ferryman shared that OCSD held negotiations with their union and came to an agreement relatively quickly. He added that he has been working closely with Kevin Hardy (CEO of the National Water Research Institute) on the Clarke Prize Award. Vice President Ooten noted that OCSD is hosting an open house and ribbon cutting ceremony for its new centrifuge on Saturday, July 27th at 9:00 A.M. Information: 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) President Ferryman shared that there was no SARFPA meeting this month. Information: 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Secretary Schafer noted that the ISDOC lunch meeting featured candidates presenting on their candidacy. Director Scheafer shared updates regarding ISDOC representation on OCCOG. Information: 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared that CSDA's Annual Conference will take place from September 25 - 28 in Anaheim, and it will include a celebration of CSDA's 50th anniversary. She noted that Mr. Carroll has also been nominated for CSDA's General Manager of the Year. Information: 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer shared that he attended a three-day workers compensation conference on behalf of SDRMA last week. Information: 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Director Scheafer shared that he attended the Water Advisory Committee of Orange County (WACO) meeting, which featured speaker Norberto Santana Jr. of the Voice of OC. Secretary Schafer noted that she attended the Chargers Football Pre-Season Luncheon and the LEED Award Ceremony at the Orange Coast College Recycling Center. J. OLD BUSINESS Action: 1. Consider Changing the Day and Time of the Board of Directors Regular Meeting - Oral Report Recommendation: That the Board of Directors consider changing the day and time of its regular meeting. Mr. Carroll noted that the Board previously discussed changing the day and time of the regular Board Meetings to the fourth Tuesday of the month at 4:30 P.M., but Mr. Burns has a conflict during this time. Director Scheafer suggested the fourth Monday or Wednesday of each month. President Ferryman noted that he is available on the fourth Monday. Secretary Schafer commented that Monday would be challenging for her. Director Scheafer commented that Secretary Schafer does not have meetings on the fourth Monday of the month. Vice President Ooten shared that he attends a class on Mondays. Director Scheafer commented that fourth Thursdays are busy due to OCCOG and SARFPA meetings. President Ferryman indicated agreement. Vice President Ooten noted that the fourth Wednesday is the meeting day for OCSD. Secretary Schafer suggested the second Thursday of the month. Director Scheafer noted that the District has its Study Sessions in the same week (on the second Tuesday of the month). Vice President Ooten noted that he can get out of his Monday obligation. Mr. Burns noted that he is available on the fourth Monday of the month. Secretary Schafer and President Ferryman indicated support for the fourth Monday of the month. Ms. Middenway asked if the Board would like to implement the new meeting schedule in October, since the Board will have to update and approve the ordinance prior to implementation. Discussion followed regarding the implementation of the new schedule. Motion: To direct District staff to bring this item back to the Board of Directors for formal action to change the day and time of the Board of Directors Regular Meeting to the fourth Monday of each month at 4:30 P.M. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 4-0-1 with Director Perry not present Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. K. NEW BUSINESS None at this time. L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion: 1. Oral Communications and Director Comments None at this time. H. ATTORNEY'S REPORTS Mr. Burns shared that Newport Beach has forwarded their annexation agreement to the District, and District staff will bring this to the Board next month. M. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting 6:47 P.M. B. ITEM DRAFT Board of Directors Regular Meeting (Thursday, August 22, 2019) Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Alan Burns (District Counsel), Robin Hamers (District Engineer), Marc Davis (District Treasurer), Noelani Middenway (District Clerk & Public Information Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Gina Terraneo (Management Analyst II) Others present Judith Gielow (District resident & Citizens Advisory Committee Member) Meeting called to order at 5:27 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:27 P.M. Procedural: 2. Pledge of Allegiance - President Ferryman President Ferryman led the Pledge of Allegiance. Procedural: 3. Invocation - Vice President Ooten Vice President Ooten led the Invocation. Procedural: 4. 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.) District Clerk and Public Information Officer, Noelani Middenway, conducted roll call and noted that all Board Members were present. Procedural: 5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. General Manager, Scott Carroll, shared that written comments were submitted by Jim Mosher, a District resident. He noted that copies of these comments, along with Mr. Carroll's written responses, were made available to the Board and the public. Director Scheafer commended Mr. Carroll on his response to the comments on Item E3. He noted that the Costa Mesa Newport- Harbor Lions Club is a non-profit organization. Director Perry added that these types of events allow for the District to exercise its generators. There were no further comments. Subject 3. Draft Board of Directors Regular Meeting Minutes of August 22, 2019 Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Minutes Minutes View Minutes for Aug 22, 2019 - Board of Directors Regular Meeting Procedural: 6. Ceremonial Matters and Presentations None at this time. B. Public Comments Procedural: 1. Public Comments President Ferryman opened public comments. Seeing no members of the public in attendance at this time, President Ferryman closed public comments. Director Perry requested further discussion of Mr. Mosher's written comments after he finishes reading them. There was no further discussion. C. CONSENT CALENDAR Action (Consent): 1. Approve Consent Calendar Recommendation: That the Board of Directors approve the Consent Calendar as presented. Action (Consent), Minutes: 2. Approve the Board of Directors Study Session Minutes of July 9, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent), Minutes: 3. Approve the City/Districts Liaison Committee Meeting Minutes of July 19, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent), Minutes: 4. Approve the Board of Directors Regular Meeting Minutes of July 25, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 5. Approve the Directors' Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 6. Adopt Warrant Resolution No. CMSD 2020-02 Approving District Warrant Registers Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-02 approving District warrants for the month of July 2019 in the amount of $930,687.72. Action (Consent): 7. Payroll Transparency Disclosure for July 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 8. Accept the occupancy count as presented as 22,846 and direct staff to prepare a warrant to CR&R Environmental Services for $236,764.52 for July 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,846 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $236,764.52 to be ratified in the August 2019 warrant list. Action (Consent): 9. Approve the preparation of a warrant to CR Transfer in the amount of $231,996.05 for July 2019 recycling and disposal services in the August 2019 warrant register Recommendation: That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $231,996.05 for July 2019 recycling and disposal services to be ratified in the August 2019 warrant register. Action (Consent): 10. Approve the Investment Report for the Month of July 2019 Recommendation: That the Board of Directors approve the Investment Report for the month of July 2019. Action (Consent): 11. Contracts Signed by the General Manager Recommendation: That the Board of Directors receive and file this report. Motion: To approve the Consent Calendar as presented. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. D. PUBLIC HEARINGS None at this time. E. GENERAL MANAGER'S REPORTS Action: 1. Citizens Advisory Committee (CAC) July 17, 2019 Meeting Overview Recommendation: That the Board of Directors receive and file this report. Mr. Carroll noted that Item E1 is a standard report that provides the Board of Directors with an overview of the July 17th Citizens Advisory Committee (CAC) meeting. He explained that no action is needed. Director Perry requested additional information regarding the Committee Members & Staff Comments. He noted that Committee Member Lester wanted to see the Board of Directors consider funding a cart size analysis and reconsider the consumer price index (CPI) increase that was approved for CR&R. Mr. Carroll explained that Committee Member Lester was providing additional information to Committee Member Gielow about the CAC’s prior discussion on the Solid Waste Rate Study. He added that Committee Member Lester was not happy with the Board's approval of the CPI increase for CR&R. Secretary Schafer confirmed that the CAC has guidelines and procedures. President Ferryman noted that the CPI increase has already been voted upon. Director Scheafer commented that the CAC has the liberty to criticize the Board. He noted that the Board may make decisions that the CAC does not agree with. Director Perry indicated concern about the request to reconsider the CPI increase. Director Scheafer and Mr. Carroll noted that the decision has been made and it cannot be overturned. There was no further discussion. Action: 2. Consider Contribution Program Application for Newport-Mesa Schools Foundation's State of the Schools Breakfast Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a contributor to the Newport-Mesa Schools Foundation; and 2. Describe how the expenditures will advance CMSD’s purpose; and 3. Consider contributing $1,000 for the State of the Schools Breakfast. Management Analyst II, Gina Terraneo, presented the contribution request from the Newport-Mesa Schools Foundation for a $1,000 sponsorship of the State of the Schools Breakfast on October 2nd at Estancia High School. She noted that the District has sponsored this event at the $1,000 level for the past 2 years. Ms. Terraneo listed the benefits of the sponsorship, which include 4 tickets to the event, VIP parking, the District's logo in the welcome announcement and on the event programs, a teachers grant made in the District's name, and an opportunity to provide 250 "goodie bag" items with a promotional message. She explained that the Board can make a finding that the contribution would advance the District's statutory purposes of recycling and source reduction by promoting the safe disposal of hazardous waste through either the Alkaline Battery Recycling Program or the Pharmaceuticals Dropbox. Director Perry confirmed that the District made a $1,000 contribution last year. He asked if a teacher's grant was made in the District's name last year. Ms. Terraneo noted that she would find out from the Foundation. Director Scheafer shared that the event was well-attended last year. Motion: To approve a $1,000 contribution for the Newport-Mesa Schools Foundation's State of the Schools Breakfast and to make a finding that the contribution advances the District's statutory purposes of recycling and source reduction by promoting the proper disposal of hazardous waste through the Alkaline Battery Recycling Program or the Pharmaceuticals Dropbox. Motion by Bob Ooten, second by Mike Scheafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further comments or discussion. Action: 3. Consider Approving Contribution Application for Costa Mesa-Newport Harbor Fish Fry Recommendation: That the Board of Directors: 1. Establish the purpose the District is trying to serve by contributing; 2. Describe how the contribution will advance the District's purpose; and 3. Approve the Costa Mesa-Newport Harbor Lions Club's Contribution Application requesting 4 District generators for the Fish Fry event. Ms. Terraneo presented the contribution request for 4 District generators to power the Costa Mesa-Newport Harbor Fish Fry event from September 20th through 22nd. She noted that the District has loaned out its generators for this event for the past several years. Ms. Terraneo noted that the District would be given the opportunity to host a community booth at the event, where District staff can engage with customers and share information about special programs. She added that District staff can also host a recycling activity and promote the District’s upcoming Open House event. Ms. Terraneo noted that the Board can make a finding that this contribution would advance the District's statutory purposes of recycling, source reduction, and prevention of sanitary sewer overflows. Director Perry confirmed that the District will not host its community booth on the Friday of the event. Ms. Terraneo noted that the District's booth will be active from the opening time until 5:00 p.m. on Saturday and Sunday of the event. Motion: To approve the Costa Mesa-Newport Harbor Lions Club's contribution request for 4 District generators to power the Fish Fry event, and to make a finding that the contribution advances the District's statutory purposes of recycling, source reduction, and prevention of sanitary sewer overflows through the promotion of the District's various special programs at a community booth at the event. Motion by Bob Ooten, second by Arlene Schafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further comments or discussion. Action: 4. Consider Approving Agreement with City of Newport Beach for Collecting Sewer Flow from Certain City of Newport Beach Properties Recommendation: That the Board of Directors Considers Approving Agreement with City of Newport Beach for collecting sewer flow from Certain City of Newport Beach Properties. District resident and CAC Member, Judith Gielow, entered the meeting at 5:40 P.M. Mr. Carroll explained that there are properties located in Newport Beach whose wastewater flows into the District's wastewater system, but they are not included in the District's service area. He noted that the City of Newport Beach and the District have had a long-standing agreement that the City will pay the District capacity fees for these properties. He shared that after lengthy negotiations, District staff is presenting a new 10-year agreement to continue receiving capacity fees for these properties. Mr. Carroll noted that the agreement was approved unanimously by the City Council last week and the CAC also recommended approval of the agreement. Director Perry asked if the agreement includes properties on the west side, bordering Newport Beach and Costa Mesa. Mr. Carroll noted that those properties are under the jurisdiction of the City of Newport Beach. He added that the City has been paying the District capacity fees for these properties for over 20 years. Director Scheafer asked if residents of these properties could band together and decide that they do not want to be part of the District. District Engineer, Robin Hamers, noted that they would have to put in their own pump station to pump their wastewater. Mr. Carroll noted that the District's wastewater fees are lower than the City of Newport Beach's wastewater fees. He added that District staff plans to propose annexing these properties in the fall. District Counsel, Alan Burns, reiterated that the properties covered in this agreement are not part of the District's service area currently, and that the agreement are not part of the District's service area currently, and that the agreement establishes that the City will pay the District capacity fees for these properties. Discussion followed regarding the proposed annexation. Vice President Ooten noted that the annexation would cover wastewater services only, rather than an annexation into the City of Costa Mesa. Motion: To approve the agreement with the City of Newport Beach for collecting sewer flow from certain City of Newport Beach properties. Motion by Arlene Schafer, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further comments or discussion. Action: 5. Adopt Ordinance No. 129 Amending the Operations Code to Provide A New Day and Time for the Monthly Regular Meetings Recommendation: That the Board of Directors Adopt Ordinance No. 129 Amending the Operations Code to Provide A New Day and Time for the Monthly Regular Meetings and begin the new meeting schedule effective January 2020. Mr. Carroll presented Ordinance No. 129 and explained that this ordinance will establish the new day and time of the Regular Board of Directors Meeting as the fourth Monday of each month at 4:30 P.M. He noted that the change will become effective in January of 2020 due to the impact of the holidays on the remaining Board Meeting dates in 2019. Mr. Burns clarified that the ordinance will go into effect as soon as it is approved; however, the ordinance specifies that the new meeting day and time will become effective in January of 2020. Director Perry suggested that this change be shared in the next quarterly newsletter. Vice President Ooten suggested that this change be shared on the District's website. Motion: To adopt Ordinance No. 129 amending the Operations Code to provide a new day and time for the monthly regular meetings and begin the new meeting schedule effective January 2020. Motion by Mike Scheafer, second by Arlene Schafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further comments or discussion. Action: 6. Consider Approving the Special District Risk Management Authority (SDRMA)Health Benefits Amended Memorandum of Understanding and Resolution No. 2019-923 Recommendation: That the Board of Directors consider approving and execute the Special District Risk Management Authority (SDRMA) Health Benefits Amended Memorandum of Understanding and Resolution No. 2019-923. Administrative Services Manager, Dyana Bojarski, presented the amended Memorandum of Understanding (MOU) for SDRMA Health Benefits and Resolution No. 2019-923. She noted that SDRMA provides health coverage for District employees, which includes dental, vision, Employee Assistance Program, basic life, accidental death and dismemberment, supplemental life, and long- term disability insurance. She explained that SDRMA's Board of Directors approved the amended MOU at their June 26th Board Meeting, and the amendments seek to align the MOU with Internal Revenue Service (IRS) guidelines, the Affordable Care Act, and California State Association of Counties (CSAC) Excess Insurance Authority (EIA) guidelines. Ms. Bojarski added that the Board approved the original MOU in July of 2009. Additionally, she noted that any agency that does not approve the amended MOU will be deemed to have withdrawn from the program on the next annual renewal date. Director Scheafer reiterated that if the Board does not take the recommended action, the District will have to find another benefits program. Motion: To approve and execute the Special District Risk Management Authority (SDRMA) Health Benefits Amended Memorandum of Understanding and Resolution No. 2019-923. Motion by Art Perry, second by Arlene Schafer. Director Scheafer asked if the District has any employees that are reaching retirement age. Ms. Bojarski noted that she cannot share that information. Director Scheafer noted that SDRMA compared its program and rates with the program that the California Public Employees' Retirement System (CalPERS) offers, and they found CalPERS to be expensive. He commented that continuing to work with SDRMA is a good idea because they offer a comprehensive plan. Vice President Ooten confirmed that the District pays SDRMA on a month-to-month basis for its program. Secretary Schafer noted that the California Special Districts Association's (CSDA) Annual Conference will feature a breakfast sponsored by SDRMA. She added that the Board will receive credit if they attend this breakfast. Director Perry requested that District staff provide the Board with information about the CSDA Annual Conference. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further comments or discussion. F. ENGINEER'S REPORTS Action, Receive and File: 1. Receive and File the Monthly Capital Improvements Project Status Report Recommendation: That the Board of Directors receive and file the report. Mr. Hamers presented the report details. He shared that there are 8 projects that are currently at various stages, including the Canyon Force Main Replacement and Pump Station Rehabilitation projects. Mr. Hamers noted that crews are facing challenges with an abandoned pool that requires excavation. He shared that the sewer siphon near Acapulco restaurant requires grease vacuuming and one more night of work from the contractors. He shared that the wastewater team is ready to create a schedule for the Sewer Master Plan. Mr. Hamers went on to explain that the structural analysis is in process for the President Pump Station Reconstruction, and he commented that he is hopeful that the existing vault can be reused in order to save money on this project. Lastly, he shared that the remainder of the projects are in process, and he noted that he has hired a new Inspector that is working closely with the District's Engineering Technician. Vice President Ooten noted that Mr. Hamers previously mentioned that District staff is shifting focus from force main evaluations to siphon evaluations. Mr. Hamers verified that the District is caught up on its force main projects and that the District is now proceeding with a siphon evaluation as a result of the recent emergency siphon repairs on Bristol Street. He noted that the Board of Directors approved a transfer of funds for the Sewer Siphon Evaluation project, which will go out to bid soon. Vice President Ooten commented that he would like to see the Force Main Evaluation project continue. He requested to see the data that District staff used to determine that the force mains required evaluation. Mr. Hamers clarified that the District is currently looking at force mains that would have been abandoned. He noted that the Force Main Evaluation project is not being canceled. He commented that the District's force mains are young enough not to need repairs or replacement, and that is why the evaluation project was started. Mr. Hamers explained that the District spent nearly $450,000 in repairs on the Bristol siphon, and the purpose of the Sewer Siphon Evaluation Project is to avoid any future emergency work. Vice President Ooten commented that this staff report does not indicate that funds were transferred from the Force Main Evaluation project to the Sewer Siphon Evaluation project. Mr. Hamers noted that all staff reports, including the report from the June 27, 2019 Board Meeting that requested a transfer of funds for the Sewer Siphon Evaluation project, include a financial review that outlines the financial impact of the staff recommendation. Director Perry asked if the City of Costa Mesa uses concrete when working on the District's manholes. Mr. Hamers noted that the City does not use concrete. Discussion followed regarding the City Manhole Adjustment Program. Mr. Hamers commented that the Board of Directors (and members of the public) should report deficient manholes to the District. He noted that these are looked at on a case-by-case basis. There was no further discussion and the report was received. G. TREASURER'S REPORTS District Treasurer, Marc Davis, noted that there is nothing to report at this time. Director Perry confirmed that interest rates have gone down. There was no further discussion. H. ATTORNEY'S REPORTS Mr. Burns shared an update about a significant case regarding reverse condemnation. He explained that previously, if there was a sewer spill and private property was damaged as a result, then the agency would be liable. Mr. Burns noted that this case acknowledges the need for reasonable steps to be taken by the property owner to prevent sewer spills, such as backflow prevention devices. Director Perry asked if this case impacts cases where sewer spills enter state waters. Mr. Burns noted that this case will not have an impact on sewer spills in state waters. Director Scheafer noted that SDRMA is also watching these types of cases very closely. He shared information about a case regarding a leaning building in Sacramento that settled for close to $1 billion. Mr. Burns requested that the Board indicate whether the motions for Items E2 and E3 reflect that the Board made the findings that District staff recommended in the respective staff reports. The Board of Directors confirmed that the motions for Items E2 and E3 should indicate that the Board made the recommended findings that both contributions advance the District's statutory purposes. There was no further discussion. I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. 1. Orange County Sanitation District (OCSD) - (President Ferryman) President Ferryman shared that the next OCSD meeting will take place tomorrow evening. 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) President Ferryman noted that there was no SARFPA meeting. 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Director Scheafer shared that he attended ISDOC's August meeting, which included the announcement of the election results for the Orange County Local Agency Formation Commission (OC LAFCO). He added that there was discussion about the distribution of ISDOC scholarships to districts that lack funding to send their staff and Board Members to conferences. Discussion followed regarding ISDOC scholarships. 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared that CSDA is preparing for its Annual Conference, which will take place from September 25-28 in Anaheim. She added that Mr. Carroll has been nominated for CSDA's General Manager of the Year award. Discussion followed regarding the date of the SDRMA sponsored breakfast. 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer shared that SDRMA's Board of Directors discussed their quarterly investment report and the evaluation of their Chief Executive Officer, Laura Gill. 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Director Perry shared that he attended the Water Advisory Committee of Orange County (WACO) meeting. He verified that the District has ample generators in case of a power outage, a Twitter account, a fuel provider for its generators, back-up of the District's data, a District-owned Supervisory Control and Data Acquisition (SCADA) system, and lobbyists. He also asked if the District has a backup trash hauler in case of emergencies. Mr. Burns noted that the District's agreement with CR&R includes a provision that states that if CR&R is unable to collect trash, that the District can utilize their trucks to collect trash. Director Scheafer noted that Kelly Hubbard left the Water Emergency Response Organization of Orange County (WEROC). Vice President Ooten exited the meeting at 6:24 P.M. J. OLD BUSINESS None at this time. K. NEW BUSINESS None at this time. L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion: 1. Oral Communications and Director Comments There were no comments or discussion. M. ADJOURN TO CLOSED SESSION None at this time. N. RECONVENE TO OPEN SESSION None at this time. O. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting at 6:25 P.M. B. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 18, 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 Citizens Advisory Committee 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 Subject 4. 2019 Citizen Survey Questions Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Action Fiscal Impact Yes Dollar Amount $33,700.00 Budgeted Yes Budget Source Wastewater and Solid Waste Fund Recommended Action That the Citizens Advisory Committee provide feedback in developing the survey questionnaire. Goals 4.0 Community Outreach & Communications 4.1 Conduct community outreach survey 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 18, 2019 Citizens Advisory Committee meeting at District Headquarters and posted on the District's website. File Attachments Probolsky Research - CMSD - Citizen Survey - 2019 - DRAFT.pdf (259 KB) Probolsky Research - CMSD - Focus Group Discussion Guide.pdf (153 KB) B. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 18, 2019 Subject: Consider Appointing two Citizens Advisory Committee members to serve on the Solid Waste Ad Hoc Committee Summary On September 10, 2019, the Board of Directors tentatively approved creating a temporary solid waste ad hoc committee where Vice President Ooten and Director Sheafer will serve on the Committee. The Board will officially approve the ad hoc committee on September 19, 2019. Recommendation That the Citizens Advisory Committee appoint two members to serve on the Solid Waste Ad Hoc Committee Analysis The Board of Directors tentatively approved 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 18, 2019 Citizens Advisory Committee meeting at District Headquarters and posted on the District's website. Subject 5. Consider Appointing two Citizens Advisory Committee members to serve on the Solid Waste Ad Hoc Committee Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Action Fiscal Impact No Recommended Action That the Citizens Advisory Committee appoint two members to serve on the Solid Waste Ad Hoc Committee Goals 2.00 Solid Waste B. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: September 18, 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 18, 2019 - Citizens Advisory Committee Access Public Type Action, Receive and File Recommended Action That the Citizens Advisory Committee 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 Citizens Advisory Committee 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 18, 2019 Joint Citizens Advisory Committee & Board of Directors 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) B. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: September 18, 2019 Subject: Special Districts Week Summary Special Districts Week, September 22-28, was established by the State Legislature earlier this year with bi-partisan approval of Assembly Concurrent Resolution (ACR) 89 Recommendation That the Citizens Advisory Committee recommend the Board of Directors adopt Resolution No. 2019-924 proclaiming the week of September 22-28, 2019 to be Special Districts Week Analysis CSDA sponsored ACR 89 on the 50th anniversary of the association to encourage all Californians to be involved in their communities and be civically engaged with their government. Special Districts Week coincides with CSDA’s 2019 Annual Conference & Exhibitor Showcase September 25-28 in Anaheim. To commemorate Special Districts Week September 22-28 and help raise awareness and understanding in the community about special districts, the District will post the following icon on social media, update residents in the next newsletter and disseminate the attached press release. Legal Review Not applicable Environmental Review Special Districts Week 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. Subject 7. Special Districts Week Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Action Fiscal Impact No Recommended Action That the Citizens Advisory Committee recommend the Board of Directors adopt Resolution No. 2019-924 proclaiming the week of September 22-28, 2019 to be Special Districts Week Goals 4.0 Community Outreach & Communications Financial Review There are no financial impacts to the District for Special Districts Week Public Notice Process Copies of the report are on file and will be included with the entire agenda packet for the September 18, 2019 Citizens Advisory Committee 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 Resolution No. 2019-924 - Special Districts Week.doc (32 KB) Assembly Concurrent Resolution No. 89.pdf (652 KB) CMSD Commemorates Special Districts Week.pdf (191 KB) C. CLOSING ITEMS Subject 1. Committee Member & Staff Comments Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Procedural C. CLOSING ITEMS Subject 2. Adjournment Meeting Sep 18, 2019 - Citizens Advisory Committee Access Public Type Procedural