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2020_01_08_cac8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#1/31 Wednesday, January 8, 2020 Citizens Advisory Committee WHEN: Wednesday, January 8, 2020, 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Gina Terraneo, Acting District Clerk PHONE: (949) 645-8400, Ext. 222 EMAIL: gterraneo@cmsdca.gov A. OPENING ITEMS Subject 1. Call to Order Meeting Jan 8, 2020 - Citizens Advisory Committee Type 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#2/31 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 Jan 8, 2020 - Citizens Advisory Committee Type Procedural 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#3/31 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 Jan 8, 2020 - Citizens Advisory Committee Type Procedural 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#4/31 B. ITEMS To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II & Acting District Clerk Date: January 8, 2020 Subject: Approve the Citizens Advisory Committee Meeting Minutes of November 13, 2019 Summary The recorded minutes of the November 13, 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 November 13, 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 January 8, 2020 Citizens Advisory Committee 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_11_13_cac.pdf (82 KB) Workflow Motion & Voting Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of November 13, 2019 Meeting Jan 8, 2020 - Citizens Advisory Committee Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Workflow Nov 20, 2019 3:01 PM :: Submitted by Gina Terraneo. Routed to Scott Carroll for approval. Jan 2, 2020 10:56 AM :: Forced Approval by Gina Terraneo as the document publisher. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#5/31 B. ITEMS Board of Directors Regular Meeting (Thursday, November 21, 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), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Gina Terraneo (Management Analyst II & Acting District Clerk) Others present Judith Gielow (District resident & Citizens Advisory Committee Member) Meeting called to order at 5:31 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:31 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.) Management Analyst II and Acting District Clerk, Gina Terraneo, conducted roll call. She 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, noted that comments were received via email from District resident, Jim Mosher. He noted that copies of these comments were provided to the Board, District staff, and the public. Procedural: 6. Ceremonial Matters and Presentations None at this time. B. Public Comments Procedural: 1. Public Comments President Ferryman opened public comments. Seeing no one wishing to speak, he closed public comments. C. CONSENT CALENDAR Subject 2. Approved Board of Directors Regular Meeting Minutes of November 21, 2019 Meeting Jan 8, 2020 - Citizens Advisory Committee Type Minutes, Receive and File 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#6/31 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 Regular Meeting Minutes of October 29, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 3. Approve the Director's Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 4. Adopt Warrant Resolution No. CMSD 2020-05 Approving District Warrant Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-05 approving District warrants for the month of October 2019 in the amount of $1,030,036.67 Action (Consent): 5. Payroll Transparency Disclosure for October 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 6. Accept the occupancy count as presented as 22,883 and direct staff to prepare a warrant to CR&R Environmental Services for $237,147.97 for October 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,883 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for October 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $237,147.97 to be ratified in the November 2019 warrant list. Action (Consent): 7. Approve the preparation of a warrant to CR Transfer in the amount of $217,460.41 for October 2019 recycling and disposal services in the November 2019 warrant register Recommendation: That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $217,460.41 for October 2019 recycling and disposal services to be ratified in the November 2019 warrant register. Action (Consent): 8. Investment Report for the Month of October 2019 Recommendation: That the Board of Directors approve the Investment Report for the month of October 2019. Action (Consent): 9. Contracts Signed by the General Manager Recommendation: That the Board of Directors receive and file this report. Action (Consent): 10. Citizens Advisory Committee (CAC) November 13, 2019 Meeting Overview Recommendation: That the Board of Directors receive and file this report. Motion: To approve the Consent Calendar as presented. Motion by Art Perry, second by Mike Scheafer. 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. Consider Approving the 2020 Meeting and Office Closure Calendar Recommendation: That the Board of Directors approve the Costa Mesa Sanitary District 2020 Meeting and Office Closure Calendar as presented. Mr. Carroll presented the 2020 Meeting and Office Closure Calendar for the Board's review and approval. Director Perry noted that the District's headquarters typically closes at noon on the day before Thanksgiving. He suggested that the Board consider making this a full day holiday closure next year, since many people travel on that day. He noted that Mr. Carroll can survey staff's workload and report back to the Board at a future Study Session meeting. Mr. Carroll confirmed that he would need Board approval to make this policy change. President Ferryman suggested that the Citizens Advisory Committee (CAC) discuss this potential change. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#7/31 Director Perry suggested that Mr. Carroll determine how much activity occurs at the office on this day and then report back to the Board. Director Scheafer indicated agreement with Director Perry. Mr. Carroll noted that the City of Costa Mesa closes during the week of Christmas. Secretary Schafer verified that Mr. Carroll does not recommend implementing the change this year. Director Scheafer commented that changing the Board Meeting day to Monday worked out well for 2020. He noted that the only Board Meeting that coincides with a holiday is Memorial Day. Motion: To approve the Costa Mesa Sanitary District 2020 Meeting and Office Closure Calendar as presented, and to direct staff to bring an item back to the Board to consider making the day before Thanksgiving an office holiday closure beginning in 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 Secretary Schafer discussed establishing an ad hoc committee. Director Scheafer noted that this discussion can take place under Item E7. There was no further discussion. Action: 2. Receive and File the First Quarter Budget Review for FY 2019-20. Recommendation: That the Board of Directors receive and file this report. Finance Manager, Kaitlin Tran, provided report details. She explained that based on limited spending trends from July through September 2019, staff is projecting that the District will be on target for both its Solid Waste and Wastewater Funds. She cautioned that projections with less than 3 months' worth of activity should not be relied upon, and that projections will become more precise as the fiscal year progresses. Ms. Tran noted that as of September 30, 2019, a total of 17.4% of the Solid Waste budget and 27.4% of the Wastewater budget have been expended. She provided an overview of each fund's accounts and noted that the apportionments for this year's annual assessments will begin coming into the District in November. Director Perry asked whether the assessments identify a line item for assessments that were unpaid in past years. Ms. Tran noted that there is a line item labeled "prior year," but it does not identify unpaid accounts. Vice President Ooten commented that the County of Orange is effective with its collections. Ms. Tran provided an overview of investment earnings, contributions from CR&R for education programs, and fees from the establishment of new services and permits. Director Perry confirmed that the budgeted property tax revenue has increased over the years. He inquired about undesignated funds. Ms. Tran noted that a General Fund was created this year. Discussion followed regarding the use of undesignated funds for the District's contributions toward the City of Costa Mesa's temporary and permanent shelter restrooms, as well as rate stabilization. Director Scheafer inquired about the disparity between the budgeted amounts for Wastewater professional development in comparison with Solid Waste professional development. Ms. Tran noted that the number of Wastewater staff has increased, which accounts for this difference. Director Scheafer asked if the Board's professional development activities are split equally between the funds. Ms. Tran noted that conferences are charged in accordance with their subject matter. Director Scheafer inquired about how utilities are charged. Ms. Tran noted that utilities are charged 90% to the Wastewater Fund and 10% to the Solid Waste Fund. Director Perry asked if any high schools are participating in the Alkaline Battery Recycling Program. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#8/31 Mr. Carroll noted that he is unsure, but he will find out. There was no further discussion and the report was received. Action, Receive and File: 3. 2019 Citizen Survey Results Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented a condensed version of the Citizen Survey Results and noted that Adam Probolsky of Probolsky Research was unable to be at tonight's meeting, but he will be attending the December Study Session. He shared that Mr. Probolsky presented the results to the CAC. Mr. Carroll noted that the 2019 Citizen Survey included 500 respondents that completed the survey by telephone and online with language options for English, Spanish, and Vietnamese. He shared key results, including that 35% of respondents identified homelessness as the most important issue facing the community. He indicated concern that a significant percentage of respondents did not know that the District provides curbside collection service. He also noted that 72% of respondents approve of the job that the District is doing, which is a slight decrease from the response to this question in the District's 2016 survey. Vice President Ooten commented that nearly half of the respondents were renters, which may explain why they do not associate the District with curbside collection. Mr. Carroll noted that he will present a slide at the end of the presentation that shows the percentage of renters and property owners. District Engineer, Robin Hamers, confirmed that not all of the respondents were District solid waste customers. Mr. Carroll noted that 60% of respondents said that CR&R is doing an excellent job at providing waste collection services. Additionally, he noted that of those that said CR&R is doing a poor job, about 6.8% said that they either do not trust CR&R to sort out recyclables or that they do not have recycling containers in their area. He commented that residents may not know that commingled waste is sorted to recover recyclables. Vice President Ooten commented that some residents may associate blue containers with recycling. Mr. Carroll shared that 41% of respondents indicated that they believe it is important for the District to remain an independent agency and 78% said they believe it is important that the District does not go into debt. Additionally, he noted that 84% of respondents said that the District provides reliable sanitary service. Vice President Ooten commented that residents likely associate sanitary service with trash collection. Mr. Carroll continued the presentation and noted that 87% of respondents were unaware of the District's smart phone app. He shared that 63% indicated satisfaction with the District's level of openness, which decreased in comparison with the 2016 survey results. He commented that this is likely because residents are not aware of the District's transparency efforts, and because they may not visit the District's website. Mr. Carroll pointed out that only 38% indicated that they think the District is doing enough to protect the environment and the public's health, but he noted that 46% responded that they were unsure or preferred not to answer. He shared that 70% indicated awareness of the Large Item Collection Program, which is an increase in comparison with the 2016 survey results. He commented that this demonstrates the success of the program. He noted that 64% indicated that they are unaware of the Door- To-Door Household Hazardous Waste Collection Program, which he commented is not surprising, given that it is a relatively new program. Lastly, he shared that 41% indicated that they were unaware of the Organics Recycling Program, and he commented that this is concerning. He commented that this could indicate that the respondents were renters or new residents. Secretary Schafer inquired about how new residents begin their trash service. Mr. Carroll explained that when residents move into a home, they take over the home's existing trash carts. He added that new residents receive a welcome mailer that includes District program information. Director Scheafer commented that the organics cart is noticeably different from the mixed waste trash carts. Director Perry verified that residents pay for their service through their property tax bills, and therefore the District has no way of knowing when a resident moves into an existing home unless they call the District. Vice President Ooten commented that the District conducted significant outreach during the roll out of the Organics Recycling Program, but he noted that this initial degree of outreach has not continued. Mr. Carroll noted that those who had participated in the Organics Recycling Program indicated a high level of satisfaction. He went on to share that 65% of respondents were unaware of the Sewer Inspection Rebate Program, which he commented is not surprising because it is a relatively new program. He noted that 48% were unaware of the Medication Disposal Program, which he commented is concerning given the prevalence of prescription medications. Additionally, Mr. Carroll shared that 42% were unaware of the Sharps Disposal Program, although he commented that not everyone has sharps to dispose of. Lastly, he noted that 59% were unaware of 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#9/31 the American Flag Retirement Drop Box, but he commented that this is a relatively new program and the drop box is almost always full. Vice President Ooten inquired about the sizes of the flags that are placed in the drop box. Mr. Carroll responded that usually large flags are deposited in the drop box. Director Scheafer commented that most people throw away small plastic flags. Secretary Schafer commented that she attended the CAC meeting, which featured a presentation on these survey results from Mr. Probolsky. She noted that respondents seemed to support the use of the newsletter to distribute District news and information. Mr. Carroll shared that 80% of respondents were unaware of the Citizens Environmental Protection Academy and that 48% indicated support for raising sewer rates to pay for the costs of maintenance and infrastructure improvements. He commented that respondents indicated a preference for a sewer rate increase of $2 to $5 over the next 5 years, as opposed to 2% to 5% over the next 5 years. With regard to staying informed, Mr. Carroll shared that respondents indicated a preference for receiving District information through a newsletter. He noted that 47% preferred receiving monthly communications. He shared that 79% of respondents approved of the job that the District is doing when asked at the conclusion of the survey (in comparison with 72% approval at the beginning of the survey). Mr. Carroll noted that the online focus group showed a similar increase in approval after learning more about the District. He commented that this indicates that the District is not currently getting its message to residents, but increasing outreach may increase resident approval of the District. Lastly, he shared that 41% of the respondents owned a single family home, while 20% rent apartments. Mr. Carroll welcomed questions and reiterated that Mr. Probolsky will attend the December Study Session. Secretary Schafer and Vice President Ooten commented that Mr. Probolsky conducted a very thorough survey. There were no further comments or questions and the report was received. Action: 4. Consider Hiring a Public Relations Firm Recommendation: That the Board of Directors direct staff to solicit request for proposals from qualified public relations firms and report back with the recommended firm and appropriation of funding. Mr. Carroll shared his recommendation to hire a public relations firm in order to develop and implement a public outreach strategy. He noted that staff believes the cost will be about $50,000-$60,000 annually, but they will not be sure until the District goes out to bid for these services. He noted that he would like to get the Board's approval to begin the Request for Proposal (RFP) process. Vice President Ooten noted that the CAC discussed how the District can assess the program outcomes. Mr. Carroll confirmed that the CAC recommended identifying metrics to measure success, including conducting another citizen survey and measuring program participation. Vice President Ooten commented that he believes the CAC wanted District staff to develop these measures prior to the Board making a decision on the matter. Mr. Carroll suggested that the Board give staff direction to move forward with the RFP, and then staff will bring back a recommended public relations firm, along with a set of metrics to consider. Director Scheafer commented that he does not want to see the District conduct the same type of branding as Mesa Water District. He indicated that he does not have a problem with conducting an RFP, as long as the bidders illustrate a clear plan of action. He commented that $50,000 seems like a lot of money, and he questioned whether it really matters if people know about the District. Mr. Carroll replied that he believes it does matter if people know about the District. He commented that voters' unawareness of the District may have contributed to Measure TT passing. He added that water districts spend millions of dollars on their agency branding, and he noted that he is not asking for millions of dollars. Vice President Ooten commented that there may be additional costs associated with implementation of the public outreach strategy and the subsequent citizen survey. Mr. Carroll commented that there is value in the survey and that the District conducts these surveys periodically. Vice President Ooten noted that bidders for an RFP usually propose their qualifications rather than their objectives. Director Scheafer suggested that the Board discuss and determine its goals for this project prior to putting out an RFP. Mr. Carroll noted that District staff will prepare objectives and present them at the next Study Session. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#10/31 Secretary Schafer commented that many residents do not seem to understand that the District is separate from the City of Costa Mesa. Director Perry commented that he does not believe that will change. Director Scheafer explained that he would like to know what the District can accomplish with the proposed funding. He noted that he would like to have Mr. Probolsky's input. He suggested having an in-house staff person to handle public relations. Director Perry indicated agreement and inquired about the District's social media outreach efforts. Discussion followed regarding NextDoor. Mr. Carroll noted that the District has expanded its social media efforts, but he explained that NextDoor is a free service to agencies with first responders. He noted that NextDoor does not consider wastewater agencies to be first responders, and therefore they would charge the District to have an account. Director Scheafer reiterated his request to have a future Study Session item to discuss objectives for the proposed public relations firm, as well as to explore an alternative option to hire an in-house public relations staff member. Vice President Ooten commented that the town halls were effective during the roll out of the Organics Recycling Program. Director Scheafer complimented the District's Facebook outreach. Discussion followed regarding the cost and scope of NextDoor accounts. Director Perry indicated agreement with Director Scheafer's request. The Board of Directors directed staff to bring an item to the next Study Session to discuss objectives for the proposed public relations firm, and to explore an alternative option to hire an in-house public relations staff member. Vice President Ooten confirmed that the proposed funding is not budgeted. Ms. Tran noted that the funds, if approved, would likely be split 50%/50% between the Solid Waste and Wastewater Funds if both services were advertised. Vice President Ooten commented that the promotion would likely focus on Solid Waste programs, but this would have to be discussed further. There were no further comments or discussion. Action: 5. Consider Approving Appropriation of Funds and Out-of-State Travel to the Waste Expo Conference in New Orleans from May 4-7, 2020 Recommendation: That the Board of Directors consider appropriating $6,410 from the Solid Waste Fund Balance and approve out of state travel for Secretary Schafer, Director Scheafer and Nabila Guzman, Management Analyst I to attend the Waste Expo Conference in New Orleans from May 4-7, 2020. Mr. Carroll noted that Secretary Schafer and Director Scheafer expressed interest in attending the Waste Expo Conference in New Orleans next year, but their attendance was not budgeted. He explained that the Board directed staff to bring this item back for consideration to approve funding for the aforementioned Directors from the Solid Waste Fund Balance, as well as out-of-state travel for the Directors and Management Analyst I, Nabila Guzman, to attend the conference. He added that Ms. Guzman's attendance was budgeted. Motion: To appropriate $6,410 from the Solid Waste Fund Balance and approve out-of-state travel for Secretary Schafer, Director Scheafer, and Management Analyst I, Nabila Guzman, to attend the Waste Expo Conference in New Orleans from May 4-7, 2020. Motion by Art Perry, second by Bob Ooten. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. Action: 6. Approve Out of State Travel to Government Finance Officers Association (GFOA) Conference - New Orleans, Louisiana Recommendation: That the Board of Directors approve out-of-state travel for the Accountant and the Finance Manager to attend the GFOA Conference in New Orleans, Louisiana. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#11/31 Mr. Carroll recommended the approval of out-of-state travel for Ms. Tran and Accountant, Lieu Tran, to attend the GFOA Conference in New Orleans, Louisiana. He noted that their conference attendance was budgeted. Motion: To approve out-of-state travel for the Accountant and the Finance Manager to attend the GFOA Conference in New Orleans, Louisiana. Motion by Mike Scheafer, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. Action: 7. Consider Creating an Ad Hoc Committee to discuss District On-Going Projects Recommendation: That the Board of Directors considers appointing two Board members to serve on an ad hoc committee to discuss on-going projects by the District. Mr. Carroll noted that this item was requested by the Board at the November Study Session and requested the Board's direction on the matter. He explained that ad hoc committees are temporary, and they are established to focus on an objective. He noted that the District currently has a Policy Review Ad Hoc Committee and a Solid Waste Ad Hoc Committee. Director Scheafer confirmed that there is no limit to the number of ad hoc committees the District can have. District Counsel, Alan Burns, reiterated that ad hoc committees need to have a temporary, focused purpose. He commented that a committee to discuss on-going projects may be considered a standing committee rather than an ad hoc committee. Director Scheafer noted that Mr. Mosher commented that the full Board should review on-going projects. He commented that sometimes projects can be cumbersome for the full Board to review, so it makes sense to have a few Board members discuss and bring it back to the Board. Secretary Schafer noted that she was on a prior Policy Review Ad Hoc Committee and commented that ad hoc committees are good. President Ferryman inquired about the status of the current ad hoc committees. Director Perry noted that the Policy Review Ad Hoc Committee will likely conclude in 2 or 3 more meetings. Director Scheafer added that the Solid Waste Ad Hoc Committee will have its first meeting on December 11. Secretary Schafer noted that she suggested creating another ad hoc committee to see how the year has progressed. She volunteered to serve on the proposed committee. Director Perry commented that this committee could be done quickly. Director Scheafer asked if the purpose of the committee is to discuss the Year End Report. Mr. Carroll noted that staff is in the process of making the Year End Report, which will be complete in January. Director Perry suggested that President Ferryman and Secretary Schafer serve on this committee. Secretary Schafer noted that the committee can discuss whether or not programs are worth continuing. Director Perry suggested that the committee meet after the Year End Report is presented to the Board. President Ferryman appointed himself and Secretary Schafer to the committee. Mr. Carroll asked what the Board would like to call the committee. Mr. Burns noted that the District typically observes the Brown Act for both standing committees and ad hoc committees. He noted that if it is truly an ad hoc committee, it is not necessarily subject to the Brown Act. He cited the 75th Anniversary Ad Hoc Committee as an example. Mr. Carroll asked if the Board would like CAC Members to serve on this committee, since CAC Members are serving on the other 2 existing ad hoc committees. He noted that the next CAC meeting is scheduled for January. The Board expressed that it is not necessary for this ad hoc committee to have CAC Members. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#12/31 Director Scheafer commented that it becomes difficult to schedule meetings with CAC Members, and he noted that the committee is intended to have Board Members review District projects and programs. Director Perry indicated agreement. Discussion followed regarding the committee name. Vice President Ooten suggested calling the committee the 2019 Annual Accomplishments Committee. Director Perry exited the meeting at 6:42 P.M. and re-entered the meeting at 6:44 P.M. President Ferryman confirmed that District staff will contact the Committee members regarding the appropriate time to have the first meeting. Motion: To establish the 2019 Annual Accomplishments Ad Hoc Committee. Motion by Mike Scheafer, second by Bob Ooten. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Motion: To appoint President Ferryman and Secretary Schafer to the 2019 Annual Accomplishments Ad Hoc Committee. Motion by Jim Ferryman, second by Bob Ooten. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. F. ENGINEER'S REPORTS 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. He noted that the District does not have any projects currently under construction right now. There was no discussion and the report was received. Receive and File: 2. Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer: 377-379 La Perle Place, Costa Mesa – John Todd Ridgeway Recommendation: That the Board of Directors receive and file the report. Mr. Hamers presented the Declaration of Conflict of Interest and noted that the Alterative District Engineer will be used for this project. Discussion followed regarding the project location. There was no further discussion and the report was received. Action: 3. #319/#320 Canyon Pump Station Rehabilitation and Force Main Replacement; Accept Improvements, File Notice of Completion, Exonerate Bonds Recommendation: The Board of Directors approves the following action: Accept improvements as completed and file a Notice of Completion. Authorize payment of 5% retention 35 days after Notice of Completion is recorded. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Mr. Hamers noted that the recommendation is the normal course of action when a project is completed. He commented that the project went well, change orders were minimal, and that the Canyon Pump Station is doing a lot better now that it has a new force main. He added that the inside of the pump station was rehabilitated. Motion: To accept improvements as completed and file a Notice of Completion, authorize payment of 5% retention 35 days after Notice of Completion is recorded, and exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Motion by Bob Ooten, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#13/31 There was no further discussion. Action: 4. Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS Recommendation: That the Board of Directors: 1. Direct staff to implement the recommendations cited in the attached report; and 2. Direct staff to smoke test the remainder of the Mendoza Pump Station Tributary Area in FY 2020-21 Mr. Hamers shared that the District conducted the Mendoza Pump Station Smoke Test and commented that it worked well. He noted that he gave a full detailed report at the November Study Session and the Board directed staff to come back with a proposal to monitor the flows from the Orange County Fairgrounds and to consider the recommendations. He noted that he has a proposal for the flow meter, which he will share with Mr. Carroll, and they will work within the remaining project budget. Mr. Hamers explained that the first phase of smoke testing did not reveal a major contributor to inflow and infiltration (I/I), but rather it revealed some small contributors. He added that the District needs to identify the significant source(s). Vice President Ooten reiterated the request to discuss the cost of the flow meter installation. Mr. Hamers explained that the same consultant that conducted the smoke test, ADS Environmental Services, developed a proposal for $10,500 for 90 days. He noted that having a rain gauge would be an additional cost, but it would be beneficial to compare the flow with the rainfall data. He shared that there is about $13,000 remaining in the project budget. Vice President Ooten commented that it may be cheaper to obtain a rain gauge from another source. He requested that Mr. Hamers develop a plan and bring it to the next Study Session. Motion: To direct staff to implement the recommendations cited in the attached report and to smoke test the remainder of the Mendoza Pump Station Tributary Area in FY 2020-21. Motion by Mike Scheafer, second by Arlene Schafer. Director Perry asked if the Board should wait to hear the Study Session item prior to approving the recommendations. Mr. Carroll noted that the Study Session item will discuss the flow meter, but the motion is in regards to the report recommendations and the continuation of smoke testing. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. G. TREASURER'S REPORTS Nothing to report at this time. H. ATTORNEY'S REPORTS Mr. Burns shared that AB 1184 was vetoed by Governor Newsom, and that it would have required the District to retain its emails for 2 years. Director Perry asked how long the District currently keeps its emails. Mr. Burns noted that emails are only considered public records if they are retained. Mr. Carroll noted that the District adheres to its records destruction policy. Vice President Ooten requested that District staff find out how long emails are kept and report back to the Board. Mr. Burns went on to share information about a Fair Political Practices Commission (FPPC) opinion that suggests that the use of surveys to influence public opinion about bond measures can be considered campaigning. He noted that this is not a new law, but it is a new interpretation. There was no further discussion. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#14/31 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 he attended the OCSD meeting and noted that there was discussion regarding challenges with construction on a property that OCSD purchased. He added that he attended the Orange County Council of Governments (OCCOG) meeting, which featured a presentation from the Southern California Association of Governments (SCAG). Vice President Ooten shared that OCSD approved their Strategic Plan. 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) Director Perry shared that he and President Ferryman attended the SARFPA meeting. He provided updates regarding SARFPA's advocacy in Washington D.C. and current projects. Discussion followed regarding the flood insurance costs related to the Federal Emergency Management Agency (FEMA). 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Director Scheafer noted that he attended the ISDOC meeting and shared that there was discussion of the Local Agency Formation Commission (LAFCO) dues and the Association of California Water Agencies (ACWA). 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared that she attended a CSDA legislation meeting and complimented District staff on its responsiveness to CSDA's requests for legislative support and opposition letters. She noted that she attended a CSDA professional development meeting, which included discussion about CSDA's 50th Anniversary and the Annual Conference. 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer shared that he attended the SDRMA meeting. He noted that SDRMA welcomed a new board member, and they received a financial report. 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Vice President Ooten noted that he attended the Water Advisory Committee of Orange County (WACO) meeting and shared that there was a presentation about the plan to remove underbrush in forests to prevent destructive fires. Discussion followed regarding the permitting and inspection process for generators. Vice President Ooten noted that OCSD is conducting a study on the impacts of climate change on their infrastructure. He asked if the District has any low-lying pump stations. Mr. Hamers noted that the District does not have pump stations in low-lying areas. There was no further discussion. J. OLD BUSINESS None. K. NEW BUSINESS None. L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#15/31 Discussion: 1. Oral Communications and Director Comments Director Scheafer inquired about a proposed new development near his neighborhood. Discussion followed regarding the development. Director Scheafer wished everyone a Happy Thanksgiving. President Ferryman noted that the District received an appreciation plaque from the Newport Mesa Schools Foundation for its contribution to their annual State of the Schools Breakfast. Director Scheafer shared that the Board attended the last Liaison Committee Meeting and commented that it was cumbersome. M. ADJOURN TO CLOSED SESSION There was no closed session. N. RECONVENE TO OPEN SESSION There was no closed session. O. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting at 7:22 P.M. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#16/31 B. ITEMS DRAFT Board of Directors Regular Meeting (Thursday, December 19, 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), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst II & Acting District Clerk) Others present Jim Mosher (District resident), Michael Balliet (Michael Balliet Consulting LLC), Joshua Calhoun (Teaman Ramirez & Smith, Inc) Meeting called to order at 5:32 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:32 P.M. Procedural: 2. Pledge of Allegiance Vice President Ooten 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.) Acting District Clerk and Management Analyst II, Gina Terraneo, 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 received from District resident, Jim Mosher. He added that copies of these comments were provided to the Board. Procedural: 6. Ceremonial Matters and Presentations None at this time. B. Public Comments Procedural: 1. Public Comments President Ferryman opened public comments. Seeing no one wishing to speak, he closed public comments. Subject 3. Draft Board of Directors Regular Meeting Minutes of December 19, 2019 Meeting Jan 8, 2020 - Citizens Advisory Committee Type Minutes, Receive and File 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#17/31 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 November 12, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 4. 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): 5. Adopt Warrant Resolution No. CMSD 2020-06 Approving District Warrant Registers Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-06 approving District warrants for the month of November in the amount of $952,613.06. Action (Consent): 6. Payroll Transparency Disclosure for November 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 7. Accept the occupancy count as presented as 22,890 and direct staff to prepare a warrant to CR&R Environmental Services for $237,220.52 for November 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,890 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for November 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $237,220.52 to be ratified in the December 2019 warrant list. Action (Consent): 8. Approve the preparation of a warrant to CR Transfer in the amount of $196,470.49 for November 2019 recycling and disposal services in the December 2019 warrant register Recommendation: That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $196,470.49 for November 2019 recycling and disposal services to be ratified in the December 2019 warrant register. Action (Consent): 9. Contracts Signed by the General Manager Recommendation: That the Board of Directors receive and file this report. Action (Consent): 10. Investment Report for the Month of November 2019 Recommendation: That the Board of Directors approve the Investment Report for the month of November 2019. Motion: To pull Item C3 for discussion and approve the remainder of the Consent Calendar as presented. Motion by Bob Ooten, second by Mike Scheafer. Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Action (Consent), Minutes: 3. Approve the Board of Directors Regular Meeting Minutes of November 21, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Secretary Schafer noted that Director Perry asked when the Board would be receiving the most recent tonnage data for the Orange Coast College Recycling Center. Mr. Carroll noted that this data is presented to Board on a monthly basis during Study Sessions. Secretary Schafer asked when the next portion of the Mendoza Pump Station smoke testing will occur. Mr. Carroll noted that information about the smoke test was provided to the Board at their last Board Meeting. He noted that the Board will be updated once the District gathers additional information. Motion: That the Board of Directors approve the meeting minutes as presented. Motion by Art Perry, second by Bob Ooten. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. D. PUBLIC HEARINGS 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#18/31 None at this time. E. GENERAL MANAGER'S REPORTS Procedural: 1. Receive and file the Comprehensive Annual Financial Report, Auditor's Report in Accordance with Government Auditing Standards, and the Auditors' Required Communication for the year ended June 30, 2019 Recommendation: The Board of Directors receive and file: 1) The Comprehensive Annual Financial Report for Year Ended June 30,2019, 2) Auditors’ Report in Accordance with Government Auditing Standards, and 3) The Auditors’ Required Communication for the Year Ended June 30, 2019. Finance Manager, Kaitlin Tran, presented the Comprehensive Annual Financial Report (CAFR). She noted that the auditor's letter is included with the report and that the auditor issued a clean opinion. Ms. Tran shared that total assets exceeded liabilities, the net position of the Solid Waste Fund decreased by approximately $380,000, and a deficit budget was adopted in the Solid Waste Fund. She also noted that the net position of the Wastewater Fund increased by about $960,000 and a new Wastewater combination cleaning truck was purchased. Ms. Tran then introduced Joshua Calhoun of Teaman Ramirez & Smith, Inc to provide further details. Mr. Calhoun shared that his auditing firm's role is to provide an opinion on financial statements and ensure that they are in accordance with General Accepted Accounting Principles (GAAP). He shared that the Auditor's Report shows that an unmodified or "clean" opinion was issued, and that no issues were found with regard to internal control over financial reporting and the financial statements' compliance with GAAP. He shared that the attached letter discusses the conduct of the audit, and he noted that there were no disagreements with management regarding the financial statements. Mr. Calhoun welcomed questions. Director Scheafer thanked Mr. Calhoun for his report and requested clarification regarding the use of the term "financial institutions" in the letter. Mr. Calhoun noted that financial institutions refer to the banks and the Local Agency Investment Fund (LAIF). Director Perry confirmed that the District's unrestricted funds total about $18.9 million. Vice President Ooten complimented Ms. Tran on her work. Director Perry inquired about the District's current unfunded pension liability. Discussion followed regarding when it would be appropriate to pay off the District's unfunded pension liability. Ms. Tran noted that she was not sure of the exact amount, but she estimated that the District's current unfunded pension liability is about $89,000. District Treasurer, Marc Davis, noted that the amount can fluctuate, as it is impacted by the performance of the California Public Employees' Retirement System's ( CalPERS) portfolio. Director Scheafer commented that it may be useful to see a comparison between the unfunded pension liabilities of various agencies. Mr. Calhoun commented that page 41 of the CAFR shows the District's share of the net pension liability. He added that the District has a relatively low unfunded pension liability in comparison with other agencies he has worked with. There was no further discussion and the report was received. Action, Receive and File: 4. FY 2018-19 CR&R Performance Review Recommendation: That the Board of Directors receive and file this report. President Ferryman moved up Item E4 in the agenda. Management Analyst I, Nabila Guzman, noted that an annual review of CR&R was conducted by the District and a consultant, Michael Balliet. She added that Mr. Balliet was also asked to conduct a waste composition review to address discrepancies in CR&R's reported waste composition. Mr. Balliet provided report details. He noted that he found CR&R to be doing a good job overall, but that he had 2 concerns that were alleviated after additional follow-up was made. He shared that 6 vehicle leaks were reported, and he found that 5 of the leaks were related to a particular area of the trash trucks that were being damaged due to the acidity of the food waste being collected. Mr. Balliet noted that these leaks were repaired, but he recommended that CR&R ensure that there is no design flaw in future vehicles that are purchased. Additionally, he shared that CR&R was using a waste composition study that was conducted several years ago in 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#19/31 order to report its diversion data to the District. He explained that the study was significantly different from CR&R's master manifesto, and so he conducted a waste composition study using samples from 3 separate truck routes and about 300 pounds of waste. Mr. Balliet noted that his results indicated 7% less organic material than CR&R reported, but he determined that CR&R's reported percentage was within the realm of possibility due to the fluctuation in organic waste generation during different seasons. He shared that the District has a lot of green waste and food waste being placed in its regular mixed waste carts, and he commented that all cities are facing this challenge. Lastly, he suggested that the District ask CR&R to conduct quarterly waste composition studies to provide more accurate diversion data. Director Perry confirmed that CR&R can use a bigger sampling of waste collected from various routes to improve the accuracy of their waste composition. Discussion followed regarding how to determine which routes to take samples from. Mr. Balliet noted that his samples came from the routes that serviced Baker Street, an area near Newport Boulevard, and Mesa Verde. He added that he did not take into account whether the routes did or did not have organics carts. Discussion followed regarding whether CR&R's trucks are shared between different jurisdictions and CR&R's collection schedule. Vice President Ooten noted that CR&R's complaint log only includes calls that are made directly to them. Director Scheafer expressed concern about the number of complaints that the District received regarding CR&R's services. He noted that there was a significant increase between last year and this year. Mr. Balliet commented that there were about 6 concerning complaints that he looked into, and these were primarily a result of trash truck driver turnover. He noted that CR&R seemed to take reasonable steps to address these issues by counseling the drivers. Director Scheafer commented that there seem to be more complaints after holidays. Mr. Balliet commented that more waste is generated during holidays, and therefore the trucks fill up faster during their routes. He noted that the holidays tend to be a more challenging time of the year for trash haulers. Director Scheafer noted that the lifespan of a trash truck is recommended to be about 10-11 years, whereas the trucks that service the District are closer to 18 years old. Discussion followed regarding truck maintenance and air quality standards. District resident, Jim Mosher, provided comments. He noted that he does not believe there has been any change in what CR&R claims to be the mixture of what they recycle, and that there has not been a change in the waste composition percentages from last year to this year. He noted differences in the way that organics and mixed plastic are reported in CR&R's master manifest in comparison with the monthly reports. He commented that it is difficult to compare the waste composition data in Mr. Balliet's report with CR&R's data. Lastly, Mr. Mosher posed the question of where recyclables go, given that there is a limited market for recycling. Ms. Guzman presented key points from the District's audit, including the increase in truck leak and breakdown complaints. She noted that District staff met with CR&R Senior Vice President, Dean Ruffridge, to address these complaints. She shared that CR&R is looking into replacing trucks in their fleet and adding a mixed waste truck route to address missed pickups. Ms. Guzman noted that CR&R is waiting on a compressed natural gas (CNG) tank for this additional truck. She went on to explain that the District's contract with CR&R states that their Sustainability Specialist would dedicate 20 hours per week to public outreach, but upon auditing his hours, District staff found that he was spending the majority of his hours on administrative matters. Ms. Guzman shared that CR&R agreed to provide a consultant to conduct cart-to-cart public outreach for 10% of the District's service area per quarter. Director Scheafer reiterated his concerns regarding missed pickup complaints and an increase in truck breakdowns. He commented that he would like for the monthly solid waste reports to include the number of complaints received. He commented that the number of complaints is unacceptable, and that the District should discuss getting CR&R trucks to a better standard. Discussion followed regarding addressing this issue with CR&R and updating routes to alleviate missed pickups. Director Scheafer verified that complaints about CR&R drivers can include speeding and spilling trash in the street. President Ferryman commented that the District needs to be clear and specific with its direction to CR&R. Director Scheafer noted that the Solid Waste Ad Hoc Committee can discuss these issues further. Motion: To provide CR&R with specific expectations to address missed collections and truck standards at the next Study Session. Motion by Jim Ferryman, second by Arlene Schafer. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#20/31 Director Scheafer suggested that the Board allow the Solid Waste Ad Hoc Committee to identify the key issues and bring a recommendation to the Board. Director Perry indicated agreement with Director Scheafer. President Ferryman retracted his motion and noted that there is no need to take formal action at this time. There was no further discussion and the report was received. Action: 2. Consider Approving Out-of-State Travel for General Manager to attend Servant Leadership Conference in Hurst, Texas on January 23-24, 2020 Recommendation: That the Board of Directors Consider Approving Out-of-State Travel for General Manager to attend Servant Leadership Conference in Hurst, Texas on January 23-24, 2020. Motion: To approve out-of-state travel for General Manager to attend the Servant Leadership Conference in Hurst, Texas on January 23-24, 2020. Motion by Art Perry, second by Mike Scheafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. Action: 3. CMSD's Emergency Preparedness Exercise Debriefing Recommendation: That the Board of Directors receive and file this report. Mr. Carroll shared that the Emergency Preparedness Exercise provided an opportunity for all employees to practice emergency response procedures. He noted that the last exercise was conducted in 2017 and it featured an earthquake scenario, whereas the recent exercise utilized a severe flooding scenario. Mr. Carroll noted that staff developed a list of 9 lessons learned as a result of the exercise, which included reaching out to the Cities of Newport Beach and Costa Mesa to learn about their emergency operations centers (EOCs), obtaining radios for the new wastewater vehicles, purchasing meals ready to eat (MREs) to feed staff during extended emergencies, installing lockable manholes in areas prone to flooding, obtaining webEOC training, and replacing old sandbags at the District Yard. Vice President Ooten noted that Orange County Sanitation District's (OCSD) exercises often focus on incidents of high flow, and he suggested that District staff reach out to OCSD to learn about their procedures. Discussion followed regarding the Orange County Fairgrounds sewers and the flow meter that the District installed at the Fairgrounds. Secretary Schafer verified that the District has a Sewer Master Plan. Vice President Ooten requested a future Study Session item to discuss the procurement of lockable manholes. Director Perry verified that the District will be purchasing the MREs soon and noted that schools purchase MREs for emergency purposes also. There was no further discussion and the report was received. 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. District Engineer, Robin Hamers, presented the report and welcomed questions. There were no comments or questions and the report was received. Action: 2. 3150 Bear Street, Trinity Broadcasting Network Redevelopment into School, Approval in Concept of Accepting CMSD Sewer Main and Easements Recommendation: The Board of Directors approve in concept the sewer alignment utilizing the direct connection to the OCSD trunk sewer including the acceptance of CMSD easements and sewer main along with an easement for access and maintenance with formal documents to be brought back to the Board for approval at a later date. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#21/31 Mr. Hamers displayed a sewer map of the Trinity Broadcasting Network (TBN) property and its surrounding area. He described the flow of wastewater in the area surrounding the property and noted that the District is recommending redirecting the wastewater flow to the OCSD Gisler-Red Hill trunk sewer to account for capacity concerns. He noted that this would create the need for the District to be granted easements over a small portion of the TBN property and over the City of Costa Mesa property. Mr. Hamers noted that District staff is recommending that the Board approve this plan in concept, and then District staff will bring this item back at a later date. District Counsel, Alan Burns, commented that the Environmental Review was edited because the project was originally proposed as a minor sewer alteration, and therefore it was considered to be exempt from the California Environmental Quality Act (CEQA). He explained that this exemption only applies if there is no significant environmental effect. Mr. Burns noted that the proposed minor sewer alteration would have a dramatic effect on the environment in that it allows for increased development. He noted that at this point, District staff is utilizing the planning exemption because they are currently in the conceptual planning stages and formal approval is not yet being considered. Mr. Burns noted that if the process proceeds, it will involve indemnification agreements, land use agreements, and the City of Costa Mesa's CEQA analysis. He reiterated that today, Mr. Hamers is giving a conceptual presentation to find out if the Board has any objections. Discussion followed regarding the Costa Mesa City Council's approval of the school on the property. President Scheafer indicated support for the recommendation. He confirmed that after the Board approves the project in concept, then the City of Costa Mesa will have to take further steps to move forward. Additional discussion followed regarding the process of selling the TBN property and the redevelopment plans. Motion: To approve in concept the sewer alignment utilizing the direct connection to the OCSD trunk sewer including the acceptance of CMSD easements and sewer main along with an easement for access and maintenance with formal documents to be brought back to the Board for approval at a later date. 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 further discussion. G. TREASURER'S REPORTS Nothing to report. H. ATTORNEY'S REPORTS Nothing to report. 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 and Vice President Ooten provided updates regarding the OCSD meeting, including that there is a potential buyer for the property that OCSD owns near its headquarters. Information: 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) Director Perry noted that there was no meeting this month. Information: 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Secretary Schafer noted that ISDOC is working on creating a scholarship. Information: 4. California Special Districts Association (CSDA) - (Secretary Schafer) 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#22/31 Secretary Schafer noted that she will continue to be on CSDA's Legislative Committee. Information: 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer noted that the next meeting will take place in January. Information: 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Director Perry provided an update regarding the Water Advisory Committee of Orange County (WACO) meeting. 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 President Ferryman commented that it is difficult to hear District staff without the Boardroom audio functioning. He asked when the Boardroom audio visual system will be replaced. Mr. Carroll noted that the new system is scheduled for replacement in January and it should be complete in time for the next Board Meeting. M. ADJOURN TO CLOSED SESSION No closed session. N. RECONVENE TO OPEN SESSION No closed session. O. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting at 7:08 P.M. 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#23/31 B. ITEMS To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: January 8, 2020 Subject: Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS Summary Orange County Sanitation District (OCSD) as well as the State Water Resources Control Board under the Waste Discharge Requirements (WDR) prohibits inflow and Infiltration (I/I) of surface and groundwater into the sewer system. Treating wastewater is costly and the addition of surface water causes OCSD to construct additional capacity at its treatments plants. I/I also negatively affects the performance of sewer systems by taking up the capacity that was designed for wastewater. The Costa Mesa Sanitary District’s (CMSD) I/I program consists of manhole plugging and sealing and has been active since the winter of 2009- 2010. The District has determined there is little to no infiltration into the system but there is inflow of surface water into the system due to flooding streets and alleys, possible illegal connections, and pool discharges. The District has plugged and sealed approximately 1,000 manholes out of 4,720 total manholes in the District. The District’s Inflow Reduction Program has previously prevented water from mid level storms from entering the system and these results have been reported to the Board and Orange County Sanitation District. The District's goal is to limit inflow to less than 2% rain ingress, which is OCSD’s goal as well. Generally, the District does not calculate inflow into the system for storms of less than 1” of rainfall due to inaccuracies in small storm calculations. However, during the last three storm events, the rainfall exceed one inch, which resulted in the ingress surpassing the 2% goal. On December 7, 2018, the rain ingress was 3.8% and on January 12, 2019 the rain ingress was 3.75%. On February 15, 2019, a storm of 2.76 inches of rainfall caused the Mendoza Pump Station to run an extra 377 minutes, equating to 361,920 gallons of rainwater in the wastewater system, which caused a rain ingress of 2.59%. The District’s other pump stations also pump stormwater, but Mendoza Station is usually the largest offender. Based on the overall results from this storm and another, District management determined that the manhole plugging and sealing from prior years needed to be re-established and that additional steps should be taken. Management decided to consider “smoke testing,” the surest method to finding illegal connections that create inflow. At the November 21, 2019 Board of Directors meeting, the Board directed staff to implement the recommendations cited in the attached report and to smoke test the remainder of the Mendoza Pump Station Tributary Area in FY 2020-21. Recommendation Subject 4. Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS Meeting Jan 8, 2020 - Citizens Advisory Committee Type Action Fiscal Impact Yes Dollar Amount $26,950.00 Budgeted Yes Budget Source Wastewater Fund Recommended Action That the Citizens Advisory Committee receives and file this report. Goals 1.0 Sewer Infrastructure 1.2 Inflow Reduction Program 1.7 Pump Station Maintenance & Standardization Program 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#24/31 That the Citizens Advisory Committee receives and file this report. Analysis Infiltration is groundwater (underground water) entering into sewer lines through cracks and/or separated joints in the sewer lines. Groundwater may be from storm water infiltrating down through the soil or from naturally occurring groundwater. Inflow is surface water entering through the vent holes in the cover and water entering through the annular space between the manhole ring and cover. Inflow generally occurs during storms that flood streets and may also be caused by illegal connections. An example of an illegal connection is a property owner solving his backyard flooding problem by installing a drain and connecting it to the sanitary sewer. When the District televised the sewer system from 2006-2009, only two instances of heavy infiltration (termed “gushers”) were discovered and these sources of water were immediately terminated. During the 2016-2018 televising program, there were no instances of heavy infiltration. The source of I/I water in the District’s system is inflow and this conclusion is supported by extra runtimes in the pumping stations immediately after a rain event. Inflow will occur immediately after the rain event, whereas infiltration of underground water into the sewer is delayed from the time of the storm, as the water must first percolate through the soil all the way down to the sewer system. The District’s Inflow Reduction Program is an attempt to reduce the amount of surface water entering the sewer system during winter storms. Many streets in Costa Mesa are relatively flat and flood during large storms. Standing water from curb to curb, where manholes are located, causes large volumes of water to enter the system though the vent holes and the space between the ring and cover. The cure for flooded streets is additional storm drain catch basins and pipelines, but the City has struggled with funding these improvements. Therefore, staff has used plugging and sealing manholes as the best course of action to prevent inflow. The risk in plugging and sealing manholes is the lack of oxygen circulation in the system and the inability to see a backup in the system, since a backup manifests itself through these same vent holes. The lack of oxygen causes a buildup in hydrogen sulfide, which leads to more pronounced odors and corrosion in the system. The use of smoke testing represents the District’s next step in inflow reduction. The concept is simple and works as follows: A smoke machine and blower drive smoke into the sewer main, which is usually located underground, along the center line of a street. The smoke travels up the main and up the sewer laterals, all the way into each of the residences connected to the main. Smoke will then exit through openings leading to the sewer lateral. For instance, smoke exiting through a plumbing roof vent indicates the house is connected to the system, but smoke emanating from a backyard storm drain grate indicates the homeowner is solving drainage problems by illegally connecting to the sewer system. After the testing, the District will take steps to have the illegal connections removed. The District hired ADS Environmental Services to perform the smoke testing study. The smoke testing began on October 14 through October 22, in which half of the Mendoza tributary area (24,500 lineal feet) was smoke tested (including the OC Fairgrounds). Costa Mesa Police and Fire Departments, along with the City Manager's Office, were notified in advance about the smoke testing. The results of the smoke testing and recommendations are provided in the attachment. District Engineer, Rob Hamers, will give the Board a presentation regarding the findings and recommendations. Legal Review Not applicable at this time. Environmental Review Smoke testing is performed with non-hazardous smoke that will quickly dissipate into the atmosphere. Also, there is no disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review There was $40,000 budgeted for the smoke testing study and the cost to perform the study was $26,950. Public Notice Process Copies of this report are on file and will be included with the agenda packet for the January 8, 2020 Citizens Advisory Committee meeting and on the District’s website. Alternative Actions 1. Do not recommend implementing the recommendations cited in the attached report. 2. Do not recommend smoke testing the remainder of the Mendoza tributary area in FY 2020-21. Attachments: Smoke Testing Study Report File Attachments CMSD Mendoza Smoke Report R1.pdf (7,421 KB) 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#25/31 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#26/31 B. ITEMS To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: January 8, 2020 Subject: #318 President Pump Station Reconstruction Recommendation for Alternative 2 UPDATE Summary On March 13, 2019 the Citizens Advisory Committee unanimously approved supporting Alternative 2 to reuse the existing concrete pump station structure as the emergency storage vault. A structural engineering study needed to be performed to determine if the existing concrete structure is sound for use as an emergency storage vault. The results of the analysis indicate that because building codes have become stricter over the years, the existing concrete vault requires moderate structural enhancements to meet these codes. The approximate cost of the enhancements is $60,000, which is significantly less costly than the $275,000 cost of a new vault. Therefore, it is feasible to proceed with Alternative 2 to re-construct the entire pump station for approximately $1.5 million as estimated in the original budget. Attached is the current engineer’s estimate showing a cost of $1,600,800. Analysis Because the District does not have the original construction plans for the concrete vault, the structural engineering firm Arcon used ground penetrating radar (GPR) to determine the floor, wall, and ceiling slab thicknesses. The GPR also located the rebar inside the floor, walls, and ceiling. Core samples of the concrete and steel were also taken. Once the wall thicknesses and steel were determined, calculations were performed to compare the strength of the vault versus design loads used in today’s standards. It is the increase in design loads that is causing the necessity to add additional strength to the vault. Attached is the Arcon report. In order to continue reducing the overall cost of the project based on the original design, the following cost saving measures were introduced into Alternative 2: 1. Reuse of existing concrete vault 2. Maintain smaller overall footprint 3. Eliminate retaining walls 4. Use of prefabricated 8’ diameter wet well 5. Minimize use of neighbors’ yards 6. Relocate vaults away from overhead electrical lines 7. Simplify layout The proposed engineering fee to complete the Alternative 2 design is $98,900 (see attached) which is 6.2% of construction costs (normally 10%). The proposed structures and layout of Alternative 2 are completely different from the Alternative 1 design, so the design is, in essence, starting over. On October 29, 2019 the Board of Directors received the structural engineering findings and approved directing the General Manager to have plans and specifications prepared in accordance with Alternative 2 as outlined in this report. In addition, the Board of Directors approved District Engineer completing the design phase for an engineering fee of $98,000. District Engineer, Rob Hamers, will be available tonight to discuss the structural engineering analysis, the design phase and construction timeline. Legal Review Not required at this time. Environmental Review Subject 5. #318 President Pump Station Reconstruction Recommendation for Alternative 2 UPDATE Meeting Jan 8, 2020 - Citizens Advisory Committee Type Discussion Goals 1.0 Sewer Infrastructure 1.7 Pump Station Maintenance & Standardization Program 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#27/31 The replacement of an existing pump station with a similar pump station of the same size for the same rate of flow as shown on the plans for Project #318 is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a “Class 2” project as stated under 15302(c) “Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity“. Financial Review The total current approved budget for Project #318 President Pump Station Reconstruction is broken down as follows: Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the January 8, 2020 Citizens Advisory Committee meeting at District Headquarters and on District’s website. File Attachments CMSD318 - Eng Est (Rev 2019-10-22).pdf (53 KB) CMSD318 - RBH REDESIGN Fee - Alternative 02 Final (Rev 2019-10-22).pdf (100 KB) CMSD318-Siting-alternative-2-22Oct2019.pdf (410 KB) Structural Engineer's Report.pdf (3,664 KB) 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#28/31 B. ITEMS To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: January 8, 2020 Subject: Consideration of New Appointee to Policy Review Ad Hoc Committee Summary On May 23, 2019, the Board of Directors established a Policy Review Ad Hoc Committee to review District policies and ordinances. Directors Scheafer and Perry were appointed to this Committee. On May 16, 2019, the Citizens Advisory Committee appointed Committee Members Fields and Takahashi to the Policy Review Ad Hoc Committee. So far, the Committee has held 2 meetings on October 10, 2019 and December 4, 2019, and Committee Member Takahashi has not attended either meeting. Despite several attempts by District staff to contact Mr. Takahashi by mail, e-mail, and phone, there has been no response. Therefore, District staff is recommending that the Citizens Advisory Committee consider appointing another member to the Policy Review Ad Hoc Committee. Recommendation That the Citizens Advisory Committee consider appointing a new member to the Policy Review Ad Hoc Committee to replace Committee Member Takahashi. Analysis Periodically, the Board of Directors form a temporary ad hoc committee to review District policies and ordinances to ensure these documents are up to date with existing laws and District procedures. Prior to the current Policy Review Ad Hoc Committee, the last Committee was held in 2015 with Secretary Schafer and Director Perry serving as members. The Costa Mesa Sanitary District has three policy manuals: 1. The Administrative Regulations, which are internal procedures for administrative operations. The procedures apply to staff only. The General Manager has the authority to approve new and/or amended administrative polices, in accordance with Operations Code Section 3.02.060. 2. The Operations Code is a set of local laws adopted by the Board of Directors, which govern CMSD. The Operations Code applies to staff, the Board of Directors, and CMSD residents. 3. The Employee Handbook is a book of rules, policies, and procedures regarding personnel matters such as recruitment, compensation and benefits, behavior standards, and safety measures. The General Manager has authority to amend some policies in the handbook, but portions of the handbook are approved by the Board as well (e.g. compensation and benefits). The Policy Review Ad Hoc Committee plans to review all three manuals and report back to the Citizens Advisory Committee (CAC), and eventually the Board, with their recommended amendments, if any. District staff anticipates that there are at least 2 more meetings needed to continue review of the District's Operations Code and Administrative Policies. The next scheduled meeting of the Policy Review Ad Hoc Committee is Thursday, January 30, 2020 at 8:00 a.m. at District headquarters. Legal Review Not applicable at this time; however, District Counsel will provide comments to the Committee's suggested amendments. Environmental Review Revising subject documents is an administrative matter and is categorically exempt under 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 There are no financial impacts to the District for reviewing and updating District policies and ordinances. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the January 8, 2020 Citizens Advisory Committee at District Headquarters and posted on the District’s website. Subject 6. Consideration of New Appointee to Policy Review Ad Hoc Committee Meeting Jan 8, 2020 - Citizens Advisory Committee Type Action, Discussion 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#29/31 Alternative Actions 1. Direct staff to report back with more information. Motion & Voting 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#30/31 C. CLOSING ITEMS Subject 1. Committee Member & Staff Comments Meeting Jan 8, 2020 - Citizens Advisory Committee Type Procedural 8/10/2020 BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Public#31/31 C. CLOSING ITEMS The next Citizens Advisory Committee Meeting is scheduled for Wednesday, March 11, 2020 at 6:00 p.m. in the Costa Mesa Sanitary District boardroom, located at 290 Paularino Avenue, Costa Mesa. Subject 2. Adjournment Meeting Jan 8, 2020 - Citizens Advisory Committee Type Procedural