2020_10_13_ssTuesday, October 13, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING OCTOBER 13, 2020 STUDY SESSION MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent
with State of California Executive Order N-29-20 dated March 17, 2020, regarding the
COVID-19 pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the
public may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store
(for Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 899 0194 1368#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to
bypass this step.
***
Public Comments: Members of the public can submit any comments in writing for the
Board of Directors' consideration by sending them to the District Clerk, Noelani
Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the
official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are
made part of the agenda packet. If any document or other writing pertaining to an agenda
item is distributed to all or a majority of the Board after the packet is prepared, a copy of
that writing may be obtained from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400,
48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts
presented for the absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make
comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary
District that are not listed on this agenda. Members of the public will have the opportunity
to address the Board of Directors about all other items on this agenda at the time those
items are considered. Under the provisions of the Brown Act, the Board of Directors is
prohibited from taking action on oral requests but may refer the matter to staff or to a
subsequent meeting. The Board of Directors will respond after public comment has been
received. Please state your name. Each speaker will be limited to four (4) continuous
minutes.
1. Public Comments
C. ITEMS OF STUDY
1. September 2020 Code Enforcement Officer Report
2. August & September 2020 Organics Tonnage Report
3. September 2020 Solid Waste Diversion Report
4. Records Management Program - Update
5. Secretary Compensation and Per Diem Meetings
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
Tuesday, October 13, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING OCTOBER 13, 2020 STUDY SESSION MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent
with State of California Executive Order N-29-20 dated March 17, 2020, regarding the
COVID-19 pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the
public may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store
(for Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 899 0194 1368#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to
bypass this step.
***
Public Comments: Members of the public can submit any comments in writing for the
Board of Directors' consideration by sending them to the District Clerk, Noelani
Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the
official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are
made part of the agenda packet. If any document or other writing pertaining to an agenda
item is distributed to all or a majority of the Board after the packet is prepared, a copy of
that writing may be obtained from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400,
48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Subject 1. Roll Call - (If absences occur, consider whether to deem those
absences excused based on facts presented for the absence – such
determination shall be the permission required by law.)
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Procedural
B. PUBLIC COMMENTS - This time has been set aside for persons in the
audience to make comments on items within the subject matter jurisdiction of
the Costa Mesa Sanitary District that are not listed on this agenda. Members of
the public will have the opportunity to address the Board of Directors about all
other items on this agenda at the time those items are considered. Under the
provisions of the Brown Act, the Board of Directors is prohibited from taking
action on oral requests but may refer the matter to staff or to a subsequent
meeting. The Board of Directors will respond after public comment has been
received. Please state your name. Each speaker will be limited to four (4)
continuous minutes.
Subject 1. Public Comments
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: October 13, 2020
Subject: September 2020 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of
September regarding scavenging of recyclable materials, trash carts stored in public view and graffiti on trash
carts.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of September, Officer Roberts approached six (06) individuals observed scavenging from CMSD
trash carts. In the same month he issued 97 warning notices to residents storing their trash carts in public view.
Officer Roberts found no graffiti on trash carts in the month of September.
Officer Roberts' enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or
construction and do not constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the October 13, 2020
Board of Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
September 2020 CEO report.doc (1,119 KB)
Subject 1. September 2020 Code Enforcement Officer Report
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Receive and File
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: October 13, 2020
Subject: August & September 2020 Organics Tonnage Report
Summary
A total of 892.73 tons of organic waste were collected in August and 1,005.44 tons were collected in September
2020.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last five fiscal
years. Additionally, a graph is included breaking down the total tonnage collected and how much material was
recycled and landfilled from the organics program.
Subject 2. August & September 2020 Organics Tonnage Report
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Receive and File
Legal Review
Not applicable.
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the
environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the October 13, 2020
Board of Directors Study Session meeting at District Headquarters and posted on the District's website.
File Attachments
Organics 1.png (14 KB)
Organics 2.png (6 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: October 13, 2020
Subject: September 2020 Solid Waste Diversion Report
Summary
Per direction from the Board of Directors the monthly solid waste diversion report has been temporarily suspended
due to inaccurate data as a result from the COVID-19 pandemic.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Per direction from the Board of Directors at the April 14, 2020 Study Session meeting, the monthly solid waste
diversion report has been temporarily suspended. Due to the COVID-19 pandemic, CR&R Environmental Services
has temporarily suspended recycling processing at their Stanton Materials Recovery Facility (MRF) where the
District's mixed waste is processed. Below is a chart of all solid waste collected over the last sixteen years.
Subject 3. September 2020 Solid Waste Diversion Report
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Receive and File
File Attachments
Tonnages.png (37 KB)
Legal Review
Not applicable.
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the
environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the October 13, 2020
Board of Directors Study Session meeting at District Headquarters and posted on the District's website.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Via: Noelani Middenway, District Clerk/Public Information Officer
Date: October 13, 2020
Subject: Records Management Program Update
Summary
The Costa Mesa Sanitary District's records management program was established by the Board in 2010 based on
a recommendation by Gladwell Governmental Services. The following report is an overview of the District's
retention schedules and best practices relating to document archival and records destruction procedures.
Analysis
The District Clerk is entrusted with the responsibility of recording the legislative history of the Board of Directors
and oversees yet another legislative process: the preservation and protection of the public record. In 2010, the
District contracted with Gladwell Governmental Services to provide advice and services related to a records
management program. This included the development of departmental and agency-wide records retention
schedules, document imaging and archiving, and records destruction procedures. The Board adopted District
Operations Code Section 1.07.030 establishing a record retention program to be set forth by resolution.
Records Retention Schedules
Gladwell Governmental Services completes an annual legal review and provides the District with updated
retention schedules for each department, as well as a district-wide retention schedule for departments that share
the same types of records. This annual subscription ensures that retention schedules are current with changes in
law and "Best Practices" of other agencies. The retention schedules are copyrighted by Gladwell Governmental
Services, and therefore are not included in this report, but are available to be viewed upon request.
Document Imaging & Archiving
All public records are scanned into the District's document imaging system, Laserfiche, and retained both
electronically and in their original form per the retention schedule. To enhance the District's transparency efforts,
staff has provided access to the District's public records via Laserfiche Weblink on the District's website. Since the
District's Weblink access was enabled in 2014, staff has experienced a significant decrease in the number of
public records requests received and attributes this decrease to the ease of accessing the documents online.
These imaging devices constitute a "Trusted System" in accordance with the Secretary of State's Guidelines.
Records Destruction
Once the record has reached its onsite retention requirement, the physical file is then boxed and moved to the
District's offsite storage facility managed by Iron Mountain. At the end of the records' retention life cycle, staff
compiles a list of all records requiring destruction, attaches the list to a records destruction authorization form, and
the form is circulated for approval/signature by the Department Head, District Clerk, and District Counsel. Iron
Mountain is then notified to pull and destroy the corresponding records. Iron Mountain provides the District Clerk
with a certificate of destruction upon completion.
Recommendation
That the Board of Directors receive and file the report.
Subject 4. Records Management Program - Update
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Receive and File
Legal Review
District Counsel has reviewed and provided input for this report.
Environmental Review
The District's records management program is an administrative matter that will not result in direct or indirect
physical changes in the environment and is not considered a "project".
Financial Review
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the October 13, 2020
Board of Directors Study Session at District Headquarters and posted on the District’s website at
www.cmsdca.gov.
Alternative Actions
Refer this matter back to staff with further instructions.
C. ITEMS OF STUDY
To: Board of of Directors
From: Scott Carroll, General Manager
Date: October 13, 2020
Subject: Board Secretary Compensation and Per Diem Meeting Request
Summary
Staff received a request from Mr. Jim Mosher to place this item on today's agenda for discussion.
Recommendation
That the Board of Directors provide direction to staff.
Analysis
Attached is an email correspondence from Mr. Jim Mosher dated September 29, 2020. Also attached is
a memorandum from District Counsel Alan Burns dated October 9, 2020.
Legal Review
District Counsel has reviewed Mr. Mosher requests and has provided a response in the attached memorandum.
Environmental Review
Reviewing Board Secretary compensation and per diem meeting requests are administrative matters that will not
result in direct or indirect physical changes in the environment and is not considered a "project".
Financial Review
There are no financial impacts to the District.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the October 13, 2020
Board of Directors Study Session at District Headquarters and posted on the District’s website at
www.cmsdca.gov.
Alternative Actions
Direct staff to report back with more information.
File Attachments
Agenda request - Board compensation - Jim Mosher.pdf (606 KB)
Secretary Compensation and Per Diem Meeting Request.pdf (174 KB)
Subject 5. Board Secretary Compensation and Per Diem Meeting Request
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Discussion
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type
D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL
BE HELD ON TUESDAY, NOVEMBER 10, 2020 AT 9:30 A.M. VIA TELECONFERENCE.
Subject 2. Adjournment
Meeting Oct 13, 2020 - Board of Directors Study Session
Access Public
Type Procedural