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Minutes - CAC - 2020-07-15 COSTA MESA SANITARY DISTRICT MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING JULY 15, 2020 (TELECONFERENCE MEETING VIA ZOOM) NOTE: THIS MEETING WAS CONDUCTED UTILIZING TELECONFERENCING PURSUANT TO GOVERNMENT CODE SECTION 54952.2 AND THE GOVERNOR’S EXECUTIVE ORDERS IN EFFECT WAIVING SOME OF THE REQUIREMENTS OF THAT SECTION. CAC Members present Daniel Baume, Mike Carey, Dickie Fernández, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Phil Marsh, Andrew Nielson, Judy Takaya CAC Members absent Monte Fields Board Members present Arlene Schafer, Art Perry Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information Officer), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst) Others present Joseph Jenkins (EEC Environmental) Meeting called to order at 6:01 P.M. A. OPENING ITEMS Procedural: 1. Call to Order CAC Chair Carey called the meeting to order at 6:01 P.M. Procedural: 2. Roll Call District Clerk & Public Information Officer, Noelani Middenway, conducted roll call. She noted that Citizens Advisory Committee (CAC) Members Baume, Carey, Fernández, Gielow, Greiner, Katz, Lester, and Takaya were present while COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ CAC Member Fields was not present. CAC Member Nielson arrived at 6:02 P.M., and CAC Member Marsh arrived at 6:15 P.M. CAC Chair Carey recognized Board President Ferryman’s birthday. Procedural: 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. CAC Chair Carey opened public comments. Seeing no members of the public wishing to speak, CAC Chair Carey closed public comments. B. ITEMS Action, Receive and File: 1. Approve the Citizens Advisory Committee Meeting Minutes of May 13, 2020 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Carey presented the CAC meeting minutes of May 13, 2020 and welcomed discussion or a motion. Motion: To approve the Citizens Advisory Committee Meeting Minutes of May 13, 2020. Motion by Daniel Baume, second by Andrew Nielson. Final Resolution: Motion carries 7-0-2-2 Ayes: Daniel Baume, Mike Carey, Dickie Fernández, Seth Greiner, Elodie Katz, Andrew Nielson, Judy Takaya No: None Abstain: Sue Lester, Judy Gielow Not Present: Monte Fields, Phil Marsh There was no further discussion, and the report was received. Action, Receive and File: 2. Approve the Citizens Advisory Committee Meeting Minutes of May 20, 2020 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Carey presented the CAC meeting minutes of May 20, 2020 and welcomed discussion or a motion. Motion: To approve the Citizens Advisory Committee Meeting Minutes of May 20, 2020. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ Motion by Judy Gielow, second by Daniel Baume. Final Resolution: Motion carries 9-0-0-2 Ayes: Daniel Baume, Mike Carey, Dickie Fernández, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Andrew Nielson, Judy Takaya No: None Abstain: None Not Present: Monte Fields, Phil Marsh There was no further discussion, and the report was received. Action, Receive and File: 3. Overview of June 22, 2020 Board of Directors Meeting Recommendation: That the Citizens Advisory Committee receives and files the report. General Manager, Scott Carroll, provided a brief overview of the June 22, 2020 Board of Directors Meeting. He discussed the Board’s decision to vote for Secretary Schafer for Seat C of the Southern Network of the California Special Districts Association (CSDA). He provided details about CSDA networks. He offered congratulations to Secretary Schafer for winning Seat C. CAC Members congratulated Secretary Schafer on her win. CAC Member Lester commented on the Attorney’s Reports. She acknowledged Mr. Carroll for declining his Board-approved salary increase of 3.4%. She recognized him for his selflessness, integrity, and inspiration as a leader and his ability to lead by example. Mr. Carroll thanked CAC Member Lester for her comment. CAC Members recognized Mr. Carroll for his decision. Mr. Carroll recognized other city managers and government leaders who have declined salary increases. He expressed gratitude for his current position and the organization, as well as his support for the Board of Directors. He stated that he is available to answer any additional questions regarding the June 22, 2020 Board of Directors meeting. There was no further discussion, and the report was received. Action: 4. Consider Approving FY 2020-21 Goals and Objectives Schedule Recommendation: That the Citizens Advisory Committee approves the list of goals and objectives for FY 2020-21. CAC Chair Carey stated that he met remotely with Mr. Carroll and Board Vice President Ooten on June 18, 2020 to review the FY 2020-21 Goals and Objectives Schedule. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ Mr. Carroll provide details regarding the CAC’s FY 2020-21 Goals and Objectives Schedule. He stated that, according to the CAC Handbook, the CAC Chairperson meets once a year with the General Manager and Board President to discuss CAC goals and objectives. He noted that the proposed schedule has been shared with the Board. He commented that each item on the schedule complies with the District’s 2020-25 Strategic Plan. He welcomed discussion regarding adding more topics to the schedule. CAC Chair Carey and CAC Member Lester expressed support for the list of topics and schedule. CAC Member Lester suggested including a topic regarding community recycling options and compliance, since the Orange Coast College (OCC) Recycling Center is closed due to the COVID-19 pandemic. CAC Member Baume expressed support for the list and schedule. CAC Vice Chair Katz expressed support for the specific action items associated with each month of the schedule. CAC Member Nielson discussed the goals and objectives listed for January 2021. He inquired if the CAC will be responsible for establishing relationships with local business. Mr. Carroll stated that the District hopes to have the CAC interact with the community and attend future events to share District information. He noted that the January 2021 discussion topic is meant to evaluate how the CAC can be liaisons with the public on behalf of the District. CAC Chair Carey inquired if the Costa Mesa-Newport Harbor Lions Club Fish Fry is taking place this year. Secretary Schafer, CAC Member Baume and CAC Member Marsh confirmed that the Fish Fry is cancelled. Mr. Carroll commented that he does not anticipate any public events to take place for the remainder of the year. Director Perry expressed support for CAC Member Lester’s suggestion and recommended including it in the CAC’s September meeting. Secretary Schafer recommended having the CAC attend the District’s annual open house event. Mr. Carroll noted that he does not anticipate hosting the District’s annual open house event due to the COVID-19 pandemic. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ CAC Member Nielson inquired if recyclables are currently being sorted. Mr. Carroll confirmed that recyclables are not being sorted due to the COVID-19 pandemic. He noted that CR&R Environmental Services is unable to open their recycling sorting facility due to social distancing guidelines. He shared that CR&R is recycling organic waste at their Anaerobic Digestion Facility. CAC Member Baume suggested repurposing the funds for the District’s annual open house to host five to ten-minute tours of the District’s facilities conducted by the CAC members. He recommended sharing the tours on the District’s Facebook page. Mr. Carroll inquired if CAC Member Baume is suggesting virtual tours. CAC Member Baume confirmed that the tours would be virtual and would highlight different areas within the District’s facilities. CAC Chair Carey recommended including the Board members in the virtual tours. CAC Member Lester inquired about publishing a video through the City of Costa Mesa’s television channel which educates residents and businesses on how they can help protect the environment. Mr. Carroll accepted both suggestions and noted that he will discuss them with District staff. Director Perry expressed support for CAC Member Lester’s suggestion and recommended including District information in the City of Costa Mesa’s Costa Mesa Minute production. Motion: To approve the Citizens Advisory Committee’s list of goals and objectives for FY 2020-21. Motion by Sue Lester, second by Phil Marsh. Final Resolution: Motion carries 10-0-0-1 Ayes: Daniel Baume, Mike Carey, Dickie Fernández, Judy Gielow, Seth Greiner, Elodie Katz, Sue Lester, Phil Marsh, Andrew Nielson, Judy Takaya No: None Abstain: None Not Present: Monte Fields There was no further discussion, and the report was received. Action, Receive and File: 5. CMSD Waste Composition Review 2019 Recommendation: That the Citizens Advisory Committee receives and files the report. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ Management Analyst I, Nabila Guzman, provided report details. She stated that the District had a diversion rate of 60.51% for fiscal year 2018-2019. She noted that most of the recycling recorded consisted of green waste. She shared that the District hired Mike Balliet Consulting to perform a waste composition study on the District’s Mixed Waste Carts. She reviewed how the studies are conducted. She stated that based on the study, organic waste comprises approximately 25% of waste found in Mixed Waste carts, while green waste comprises approximately 15% of the waste found. She added that approximately 5,007.18 tons of green waste was landfilled rather than recycled. She stated that the District is concerned with the high percentage of tonnages found in the Mixed Waste Carts. She highlighted that green waste found in the Mixed Waste Carts is too contaminated to be recycled and is used as Alternative Daily Cover (ADC) at landfills. She reviewed the mandates associated with AB 1594. She emphasized the effects of placing green waste in Mixed Waste Carts on the District’s goal of 75% diversion from landfills. She shared that the District has a goal of reducing the contamination of its Mixed Waste Carts by 10%. She presented District staff’s current measures to reduce contamination. Mr. Carroll welcomed discussion and suggestions from the CAC on how to decrease contamination. CAC Member Greiner inquired about differences between the two available trash carts. Ms. Guzman stated that the Organics Cart accepts green and food waste, while the Mixed Waste Cart accepts trash and recyclables such as cardboard, cans, bottles, and glass. She noted that the report lists specific types of trash that were analyzed. CAC Member Greiner inquired if residents are required to place yard waste in their Organics Cart. Ms. Guzman confirmed his statement and noted that the District’s service includes 2 Organics Carts and 2 Mixed Waste Carts for each customer. She added that customers may request additional carts through CR&R for an extra $9 per month per cart. She stated that customers who produce a large amount of green waste can place their excess waste in bags and request a Large Item Pickup. CAC Member Greiner stated that this policy is not well understood in his neighborhood. He noted that he has witnessed residents place green waste in their Mixed Waste Carts due to their Organics Carts being too small. Mr. Carroll stated that the District’s communications consultant, Tripepi Smith, is assisting the District with informing customers about how to properly dispose of green waste. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ CAC Chair Carey stated that he was surprised to see a large amount of organic waste found in the Mixed Waste Carts from the photos provided in the staff report. CAC Member Fernández recognized the District for enforcing the State mandates regarding solid waste. He stated that his neighborhood utilizes two dumpsters with one accepting mixed waste and recycles and another for green waste. He noted that he has observed his local community disposing of their waste incorrectly. He suggested improving the cart labels and color-coding the carts to increase awareness. Mr. Carroll and Ms. Guzman expressed support for exploring CAC Member Fernández’s suggestion with CR&R. CAC Member Lester expressed recognition for the District’s efforts on educating its customers how to dispose of their waste correctly. She stated that the COVID- 19 pandemic has affected the District’s contamination rates due to more people staying home and generating more waste. CAC Member Greiner expressed support for CAC Member Lester’s observation and noted that the increase in packaging waste and cardboard consumes a large amount of space in the trash carts, especially if a cardboard box is not broken down properly. Secretary Schafer recommended advertising the District’s Large Item Collection Program in the District newsletter. CAC Member Gielow requested clarification on accepted types of green waste. Mr. Carroll stated that the District will provide CAC Member Gielow with information on the Organics Recycling Program. He stated that any waste that is considered to have once been alive can be placed in the Organics Cart, such as branches, leaves, and anything that is edible. CAC Member Marsh commented about his homeowner’s association (HOA), which is not eligible for the District’s Organics Recycling Program. He noted that the landscapers place yard waste in any available Mixed Waste Cart. He suggested implementing a green waste dumpster at locations that do not have Organics Carts. He inquired about golf courses and their process for disposing of green waste. CAC Chair Carey commented that golf courses are mandated to properly dispose of their green waste. CAC Member Baume expressed concern for apartment complexes that utilize trash and recycling dumpsters. He noted that residents of apartment complexes COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ are unaware of responsible recycling practices and that apartment complexes are not being held accountable. Mr. Carroll stated that the District hopes to provide service for all multi-family units. He asked which waste hauler services CAC Member Baume’s apartment complex. CAC Member Baume stated that he is unfamiliar with who services his apartment complex. Ms. Guzman confirmed that the District does not service CAC Member Baume’s apartment complex or any multi-family unit with dumpsters. CAC Member Lester stated that the District services all single-family residential homes, while the majority of multi-family units are serviced by waste haulers approved by the City of Costa Mesa. CAC Chair Carey noted that businesses within the City of Costa Mesa are also serviced by waste haulers approved by the City. CAC Vice Chair Katz expressed support for adding signage to the Organics Carts. She noted that she has witnessed other residents placing excess green waste in their Mixed Waste Carts. She recommended notifying the District’s solid waste customers that their service includes two Organics Carts. She suggested that the District provide organic waste bins at local community events so customers can dispose of their food waste separately. Mr. Carroll shared that, two years ago, the District provided Organics Carts for the Fish Fry event, and the food waste was highly contaminated. He suggested contacting Waste Management to discuss how they discourage customers from contaminating organic waste bins at events. CAC Vice Chair Katz inquired about developing a school program about organic waste to educate children about how to dispose of food waste properly. Mr. Carroll commented that the District has a Zero Waste lunch program. He noted that the District is currently revising their curriculum to encourage teachers and students to retain best recycling practices. CAC Member Fernández stated that single-family residential homes in HOAs have an option to contract with the District’s waste hauler or another waste hauler approved by the City. He noted that some HOAs do not have the physical space for a green waste dumpster. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ Mr. Carroll stated that the District notifies all new developments within the City of Costa Mesa with a will serve letter regarding the assurance of physical space for residential trash carts. Director Perry recommended that CR&R provides a few 90-gallon Organics Carts to HOA residential tracts so that gardeners can recycle green waste. Mr. Carroll thanked the CAC for their comments. CAC Chair Carey suggested using the phrase “Organics Carts” rather than “green waste” and “yard waste” to eliminate confusion. There was no further discussion, and the report was received. Action: 6. CMSD’s Fats Oil Grease (FOG) Annual Assessment Recommendation: That the Citizens Advisory Committee receives the presentation from Joe Jenkins, of EEC Environmental, about the District’s FOG Program and provide input to staff. Mr. Carroll stated that fats, oils, and grease (FOG) comprise one of the biggest culprits for causing sanitary sewer overflows (SSOs). He shared that, when poured down a drain, FOG will stick to the pipes and form a buildup that clogs the pipe. He noted that State law requires all sanitary agencies to have a FOG Control Program. He stated that food service establishments (FSE) within the District’s service area are responsible for participating in the FOG Control Program, which may require some FSEs to install a grease interceptor or grease trap. He shared that the District hired EEC Environmental to enforce the FOG Control Program and to connect with the FSEs to ensure compliance. He discussed a few methods for District residents to recycle their FOG. He stated that residents can place their FOG in a compostable bag and place it in their Organics Cart. He shared that there is a FOG drop-off station at the OCC Recycling Center. He noted that the OCC Recycling Center is currently closed due to the COVID-19 pandemic. He introduced Joe Jenkins of EEC Environmental. Mr. Jenkins discussed FOG program activities. He stated that EEC performs a risk-based FSE inspection and prioritization of activities to focus the District’s resources on FSEs that discharge a significant amount of FOG in the sewer system. He shared that, during the inspections, EEC provides FSEs with FOG Control Program education and outreach materials. He noted that some FSEs require additional enforcement actions, so EEC will send enforcement letters and occasionally issue fines. He stated that EEC stores all FSE inspection data and information in a centralized access database. He added that EEC assists the District in reviewing plans for new FSEs and FSE remodels. He noted that EEC assists with FOG source characterization and review of enhanced maintenance location (EML) reductions. He discussed how EEC develops and manages their COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ FSE inventory, which involves coordinating with the Orange County Health Care Agency and the Cities of Costa Mesa and Newport Beach. He noted that, since January 2017, EEC has identified 91 new FSEs. He reviewed the inspection process, which includes identifying the presence of high-risk cooking equipment, the FSE’s location in proximity to EMLs, grease interceptors, and the best management practices for the FSE. He noted that an EML is an area of the sewer system that the District cleans more frequently than annually. He shared that there are currently 730 FSEs in EEC’s database. He added that EEC expects the number of FSEs to decrease dramatically due to the misidentification of grocery stores as FSEs and the economic strain due to the COVID-19 pandemic. He stated that EEC inspects 55 FSEs on a quarterly basis, 85 FSEs on a semi-annual basis, 240 FSEs on an annual basis, and 350 FSEs on a bi- annual basis. He noted that the inspection rates are adjusted based on an FSE’s compliance history, maintenance observations, and field observations, which include identifying illicit activities, private SSOs, and restricted effluent. He presented examples of inspection frequencies and modifications to a major breakfast chain and a small shopping center. He stated that, in 2011, there were 97 EML locations, which the District has reduced to 18 through continued rehabilitation of the sewer line, cleaning observations, and FOG source control. He presented specific examples of EML locations and the associated FOG discharge mitigation efforts. He reviewed key program trends regarding SSOs and FOG-related SSOs. He discussed FOG program recommendations, which include the continuation of risk-based analysis for FSE inspection prioritization, EML reduction and source investigation, and FSE inspections and enforcement. CAC Chair Carey and CAC Member Lester thanked Mr. Jenkins for his presentation. There was no further discussion. C. CLOSING ITEMS Procedural: 1. Committee Member & Staff Comments CAC Member Lester expressed her condolences to Board President Ferryman on the recent passing of his son, Ryan Ferryman. She requested to adjourn the meeting in memory of Ryan Ferryman. CAC Member Marsh expressed his support for CAC Member Lester’s comment. CAC Member Fernández inquired about the Sewer Master Plan Update agenda item that was postponed during the CAC meeting on May 13, 2020. Mr. Carroll noted that District staff will add that item to a future CAC meeting for discussion. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JULY 15, 2020 _____________________________________________________________________ There was no further discussion. Procedural: 2. Adjournment CAC Chair Carey adjourned the meeting at 7:23 P.M. in honor and memoriam of Ryan Ferryman. Mike Carey Citizens Advisory Committee Chair