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Minutes - CAC - 2020-11-18 COSTA MESA SANITARY DISTRICT MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING NOVEMBER 18, 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 Mike Carey, Dickie Fernández, Monte Fields, Judy Gielow, Elodie Katz, Sue Lester, Phil Marsh, Judy Takaya CAC Members absent Daniel Baume, Seth Greiner, Andrew Nielson Board Members present Director Art Perry Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information Officer), Gina Terraneo (Management Analyst II), Nabila Guzman (Management Analyst I) Others present Rachel Perry, District resident Meeting called to order at 6:00 P.M. A. OPENING ITEMS Procedural: 1. Call to Order CAC Chair Carey called the meeting to order at 6:00 P.M. Procedural: 2. Roll Call District Clerk & Public Information Officer, Noelani Middenway, conducted roll call. She noted that Citizens Advisory Committee (CAC) Members Carey, Fernández, Fields, Gielow, Katz, Lester, and Takaya were present while CAC Members COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ Baume, Greiner, Marsh and Nielson were not present. CAC Member Marsh joined the meeting at 6:20 P.M. 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. Ms. Middenway stated that there are no members of the public present, and that no written communications were received for the CAC to review. Hearing 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 September 09, 2020 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Carey presented the CAC meeting minutes of September 09, 2020 and welcomed discussion or a motion. Motion: To approve the meeting minutes as presented. Motion by Sue Lester, second by Judy Gielow. Final Resolution: Motion carries 6-0-1-4 Ayes: Mike Carey, Dickie Fernández, Monte Fields, Judy Gielow, Sue Lester, Judy Takaya No: None Abstain: Elodie Katz Not Present: Daniel Baume, Seth Greiner, Phil Marsh, Andrew Neilson CAC Vice Chair Katz noted that she abstained because she was not in attendance of the September 9, 2020 meeting. There was no further discussion. Action, Discussion: 2. Overview of September 28, 2020 and October 26, 2020 Board of Directors Meetings Recommendation: That the Citizens Advisory Committee receives and files this report. General Manager, Scott Carroll, provided a brief overview of the September 28, 2020 and October 26, 2020 Board of Directors Meetings. He discussed Item 3 of the September 28, 2020 Board of Directors meeting, which addresses the Bristol COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ Sewer Siphon Repair project. He noted that this project has been challenging due to a hose being stuck in the main and secondary line. He reported that the District found concrete debris inside the pipes, which resulted in an expensive and time- consuming removal process. He stated that the District requested an additional $109,000 to reline the repaired pipes. He noted that the project has been delayed by three weeks due to the COVID-19 pandemic. He reported that the Board approved the transfer of $109,000 from the Asset Management Fund to the Bristol Sewer Siphon Repair project. He discussed Item 4 of the September 28, 2020 meeting, regarding the approval of special holiday pay for the days before Thanksgiving and Christmas for District staff. He stated that, in the past, the District closes for the afternoons before those two holidays to allow for travel time for District staff. He noted that this agenda item was greatly appreciated by District staff. He inquired if the CAC had any questions regarding the September 28, 2020 meeting. Hearing none, he reviewed Item 4 of the October 26, 2020 Board of Directors meeting, which discusses the first quarterly report for the 2020-2025 Strategic Plan. He noted that the District has had a successful start in completing their 140 goals of the 2020-2025 Strategic Plan. He reviewed Item 5 of the October 26, 2020 meeting agenda, which involves a sewer spill that took place on October 2, 2020. He reported that the force main inside the Mesa Drive bridge located over the 55 Freeway had a clogged air release valve that caused wastewater to enter a Cal Trans storm drain. He noted that the District recovered all the spillage and cleaned the Cal Trans storm drain. He stated that the Board approved the transfer of $400,000 from an existing Capital Improvement Project (CIP) for this project. He shared that the District will be removing the air release valve to ensure that this issue does not repeat. He added that the District paid for the cleaning of the storm drain. Additionally, he shared that the District awarded GCI Construction the contract for the President Pump Station Reconstruction project. He noted that, in his 11 years of working at the District, this contract for over $1.6 million is the largest contract awarded by the Board. He reviewed the details of the President Pump Station Reconstruction project. He noted that the CAC’s recommendation for this project was approved by the Board and incorporated into the contract. He added that GCI Construction will begin the project on December 22, 2020, and that it will take about five months to complete. He stated that, the Board also had a closed session item regarding the California River Watch litigation, but noted that he is unable to report any closed session information. He inquired if the CAC had any questions regarding the October 26, 2020 meeting. CAC Member Fields inquired if the public has access to information regarding the California River Watch litigation. Mr. Carroll stated that he is unable to share any information that is discussed during a closed session. He noted that, in the future, he will be able to discuss the matter publicly. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ CAC Member Lester shared that she witnessed water flooding near the Mesa Drive bridge located over the 55 Freeway. She noted that she reported the issue to the City of Costa Mesa before October 2, 2020. She inquired if this might be related to the District’s air release valve. Mr. Carroll stated that the spillage from the air release valve was located underneath the Mesa Drive bridge. He inquired if she witnessed the leakage while walking on the 55 Freeway. She clarified that she was walking on a road near the Mesa Drive bridge and 55 freeway, which is where she saw the water flowing. She stated that the water was flowing down a hill and toward the 55 Freeway. Mr. Carroll stated that this issue is not related to the sewer spill caused by the District’s air release valve. He offered to meet CAC Member Lester at the location to determine the cause of the water leak. There was no further discussion, and the report was received. Action, Receive and File: 3. Door-to-Door Household Hazardous Waste (HHW) Collection Program Recommendation: That the Citizen Advisory Committee makes recommendations for increasing program participation by 5%. Mr. Carroll stated that the District is seeking recommendations for increasing the Door-to-Door Household Hazardous Waste (HHW) Collection program participation by 5%. He noted that this item is one of the District’s 2020-2025 strategic goals. Management Analyst I, Nabila Guzman, provided report details. She stated that the HHW program used to be only available for seniors and disabled customers. She noted that, at that time, the District paid CR&R $98.00 per collection. She shared that other solid waste customers were instructed to visit an Orange County HHW collection facility for disposal or participate in the biennial HHW collection event at Orange Coast College. She reported that, in 2018, the District negotiated CR&R’s contract to include Door-to-Door HHW pickups for all solid waste customers. She stated that each customer is eligible for three pickups per year and discussed the procedure for scheduling a pickup. She described the types of HHW materials that are accepted by CR&R. She presented a chart depicting collection data from 2012 to date. She noted that there was an increase in pickups once the program was available for all solid waste customers. Although participation has increased, she stated that only about 3% of the District’s service area participates in the program. She discussed how the District currently advertises the program. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ Mr. Carroll expressed appreciation for the program and noted that it is not offered to a lot of communities. He stated that CR&R has found paint in District trash carts. He discussed the potential damage of placing paint in a Mixed Waste Cart for regular collection. He asked the CAC to share any suggestions on how to increase program participation. CAC Vice Chair Katz shared that she used the program for the first time this past summer. She expressed appreciation and support for the program. She stated that the District’s HHW webpage has an updated list of all accepted HHW items. She discussed a few difficulties regarding CR&R’s phone and scheduling system. She shared that she has received misinformation regarding the number of pickups per program from CR&R representatives. She recommended for the District to ensure that CR&R has the correct information for each program. Mr. Carroll expressed appreciation for her suggestion. He asked Ms. Guzman if it is possible to follow up with customers who have used the program. Ms. Guzman stated that if the customer submits a request through GovOutreach, then they will receive a survey regarding the service. She shared that most customers who receive the survey will complete it and submit comments. She noted that customers who schedule a pickup over the phone with CR&R are harder to follow up with. Mr. Carroll inquired about who receives the survey results. Ms. Guzman stated that the results are sent to District staff. She thanked CAC Vice Chair Katz for her feedback and noted that she will discuss the matter with CR&R. CAC Member Phil Marsh joined the meeting. CAC Vice Chair Katz inquired about the 3% participation rate. Ms. Guzman stated that the participation rate is based on households. She reported that CR&R services about 23,000 households per week. CAC Vice Chair Katz inquired about adding signage to the CR&R trash trucks to advertise the program. Ms. Guzman stated that the District can add signage to the trucks, but that it is relatively small. She noted that the program has a lot of information that is difficult to read on a moving truck. CAC Member Marsh suggested sending out a postcard to all customers. He shared that he will be calling CR&R in a few days to schedule an HHW pickup, and that he will report his feedback to the District. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ Mr. Carroll suggested that CAC members share program information and their experiences on their social media accounts. CAC Member Lester inquired if the District could offer its customers a participation rebate. She suggested offering participants a $10 discount. Mr. Carroll expressed appreciation for CAC Member Lester’s suggestion. He shared that, through the District’s Cart-to-Cart Outreach program, solid waste customers who use their Organics Recycling Carts correctly are eligible to receive a $25 gift card as a reward. He inquired about how much money the District spends on gift cards. Ms. Guzman stated that the District spends $100 per year on gift cards for the Cart-to-Cart Outreach program. Mr. Carroll stated that the District is unable to lower rates for certain customers, but that it will look into offering gift cards to incentivize HHW participants. CAC Member Lester suggested offering any type of reward or even a chance for a reward for participation. She recommended that any customer who schedules a pickup be given a chance to win a prize at the end of the year or each month. She stated that it is very easy to schedule a pickup through the District’s GoCMSD app. She shared that she would encourage other customers to use the app. Mr. Carroll thanked CAC Member Lester for her recommendation and expressed support for a reward system. He noted that the District will research her suggestion further. CAC Member Fields recommended offering participants a credit rather than a discount. He stated that the look of the app has changed. He noted that customers need to create a log in to schedule a large item pickup and inquired if this has affected the District’s participation rate. Ms. Guzman stated that the District can track requests through the app or submit requests by calling CR&R directly. She shared that the District receives the number of requests for large item pickups on a monthly or quarterly basis. Management Analyst II, Gina Terraneo, stated that the app should not require customers to log in to submit a request for a large item pickup. She noted that she will research the matter. CAC Vice Chair Katz suggested for the District to note on their HHW webpage that requests can be submitted through the app. CAC Member Gielow stated that she represents a portion of the population that is less familiar with technology like the District’s app. She shared that she has been COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ involved with local schools, which might be a good opportunity for teaching students about HHW. She inquired if the District has pencils with their contact information listed. She commented that the District advertises in areas that she is not familiar with. Ms. Guzman asked CAC Member Gielow where she receives her news and where she suggests that the District advertises. CAC Member Gielow stated that she reads her news from flyers, newspapers like the Daily Pilot, and publications that are sent home with school children. CAC Member Lester inquired if the District has tried to work with Costa Mesa TV. She offered to help connect the District with Costa Mesa TV and the City of Costa Mesa’s Costa Mesa Minute production. Mr. Carroll shared that the District has had difficulty with getting information shared on those two productions. He noted that the District will contact her for assistance. CAC Member Gielow expressed support for CAC Member Lester’s recommendation. She stated that the City of Costa Mesa might waive their commercial fees since the District is offering a public benefit to residents. CAC Vice Chair Katz expressed support for CAC Member Gielow’s suggestion of connecting with local schoolteachers regarding HHW education. She recommended adding the District’s HHW program information to their Battery Recycling Program flyer. There was no further discussion, and the CAC provided District staff with recommendations for increasing program participation. Action, Receive and File: 4. Large Item Collection Program Recommendation: That the Citizen Advisory Committee makes recommendations for increasing program participation by 5%. Mr. Carroll shared that the Large Item Collection Program is one of the District’s most successful programs. He stated that the District is the only organization in Orange County that offers their solid waste customers the opportunity to dispose of up to 10 large items for collection three times a year. He noted that the District is seeking recommendations for increasing program participation by 5%. Ms. Guzman described the Large Item Collection Program and noted that the program does not accept items that exceed eight feet by four feet or 150 pounds. She discussed items that are not eligible for this program, such as, tires, car bodies, concrete, building materials, oils and chemicals. She presented the chart in the staff report that depicts program data since 2015. She stated that the program experiences a 5% participation rate per year, but the overall participation COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ rate is about 23%. She reported that the participation rate is higher than the HHW program, but still relatively low for the District’s service area. CAC Member Gielow inquired if the District picks up mattresses. Ms. Guzman confirmed that the District accepts mattresses as a piece of furniture. She noted that furniture cannot exceed the size limitations. CAC Member Gielow recommended advertising the program at the Costa Mesa Senior Center. CAC Member Lester expressed support for CAC Member Gielow’s recommendation. She offered to share the District’s program flyer with the Costa Mesa Senior Center Board. CAC Member Fields recommended advertising the program with trash cart hangers. Ms. Guzman expressed support and thanked CAC Member Fields for his recommendation. There was no further discussion, and the CAC provided District staff with recommendations for increasing program participation. Action, Discussion: 5. Internal Audit of District’s Sanitary Sewer Management Plan (SSMP) Update Recommendation: That the Citizens Advisory Committee receives and files this report. Mr. Carroll provided report details. He stated that an internal audit of the District’s Sewer System Management Plan (SSMP) is required by the State Water Regional Control Board (SWRCB) every two years. Although the audit can be performed internally, he shared that the District hires a consultant to objectively audit the SSMP. He reported that the District completed their bidding process and awarded the contract to the lowest bidder, EEC Environmental. He noted that the audit will begin in a few days, and that District staff will have a report for the CAC at their January meeting. CAC Member Fields inquired if EEC Environmental will be performing a financial and operational audit of the SSMP. Mr. Carroll stated that it will not be a financial audit. He shared that EEC Environmental will investigate all SWRCB wastewater discharge requirements as well as the sewer system. There was no further discussion, and the report was received. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ C. CLOSING ITEMS Procedural: 1. Committee Member & Staff Comments CAC Chair Carey reported that he will be stepping down from the CAC due to his employment with CR&R. He stated that he is resigning to eliminate any perception of a possible conflict of interest. He shared that he has enjoyed his time on the CAC, and that he values the CAC’s support and input. He added that he is looking forward to working with the District through his employment capacity. He stated that he will be handing over his duties as CAC Chair to CAC Vice Chair Katz. CAC Member Gielow thanked CAC Chair Carey for his service. Mr. Carroll stated that he respects CAC Chair Carey’s decision. He noted that there is no conflict according to the District’s legal counsel but understands that there may be a perception of conflict. He inquired if the CAC must appoint a new CAC Chair. Ms. Middenway stated that the CAC Vice Chair will assume the position of CAC Chair, and the CAC will have to appoint a new Vice Chair. CAC Chair Carey stated that District staff has permission to share his personal contact information with any CAC member. CAC Member Lester expressed appreciation for CAC Chair Carey and shared that she is disappointed that he is resigning but commends him for his decision. She confirmed that CAC Chair Carey is not legally required to step down from his position. She stated that he sets a good example for all elected officials. Ms. Lester commented that just because you can do something does not mean you should. She thanked him for his service. CAC Member Fields expressed agreement with CAC Member Lester’s statement and offered his respect for CAC Chair Carey. CAC Member Lester stated that, at the last CAC meeting, she commented about the Board of Directors not following procedures for teleconferenced meetings. She shared that Mr. Carroll informed her about an executive order by the Governor that allows for teleconferenced meetings. She clarified that the Board is following procedures correctly. She expressed congratulations to Director Perry for being re-elected to the Board and thanked President Ferryman for his 30+ years of dedicated service to the District and the community. CAC Chair Carey expressed agreement with CAC Member Lester’s statement. There was no further discussion. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD NOVEMBER 18, 2020 _____________________________________________________________________ Procedural: 2. Adjournment CAC Chair Carey adjourned the meeting at 6:58 P.M. ____________________________ Elodie Katz Citizens Advisory Committee Chair