2021_02_09_ssTuesday, February 9, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING FEBRUARY 9, 2021 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.
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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.
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To participate in the meeting by computer:
1. Copy and paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
3. Click "Join."
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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.
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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.
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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
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.)
Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, Director
Meeting Feb 9, 2021 - 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 Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: February 9, 2021
Subject: January 2021 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of
January 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 January, Officer Roberts approached five (05) individuals observed scavenging from CMSD trash
carts. In the same month he issued 93 warning notices to residents storing their trash carts in public view. Officer
Roberts found no graffiti on trash carts in the month of January.
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 February 09, 2021 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
January 2021 CEO report.doc (906 KB)
Subject 1. January 2021 Code Enforcement Officer Report
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 9, 2021
Subject: 2020 Christmas Tree Collections
Summary
Per the 2018 CR&R Environmental Services (CR&R) Agreement, CR&R is to complete an annual Christmas Tree
recycling program for District trash customers. For approximately twelve days following Christmas Day, CR&R collects
trees that are placed curbside for collection. The collection and transportation of trees are without cost to the District
and trees collected are taken to CR&R's Anaerobic Digestion (AD) Facility in Perris, California. The District does pay a
per tonnage fee for the recycling of the trees collected.
Recommendation
That the Board of Directors provide director to staff.
Analysis
Annually, the Costa Mesa Sanitary District in partnership with CR&R collects Christmas trees for recycling for
approximately twelve days following Christmas Day. This fiscal year, the collection of Christmas trees was
advertised as being completed from Monday, December 28, 2020 through Friday, January 8, 2021. The dates were
agreed upon in early summer and advertised ahead of time in the District's Fall Newsletter. This program is only for
District trash customers, and trees must meet the following criteria for them to be collected:
Remove all decorations, lights and tree stand
Set tree on the ground next to their trash carts on collection day
Trees taller than 6 feet must be cut in half
If disposing of the tree after January 8, we asked residents to cut the tree into pieces and place it for collection
in their organics cart.
This year due to the COVID-19 pandemic, CR&R notified District staff that severe delays were to be expected with
Christmas tree pickups due to staff shortages. CR&R sent a former letter with this information to the District and staff
promptly posted the letter on the website. Staff could have done a better job advertising this expected delay by
including the information in our Holiday delay notice for Christmas and New Years as it was shared on District social
media and by the City of Costa Mesa. On December 26, 2020 the District posted a tree reminder which included that
residents should expect a delay. On January 6, a previously scheduled post was posted on social media reminding
resident to place the tree out for collection before the January 8 deadline. This should have been caught by staff as
this notice only increased the emails and calls CMSD HQ was receiving from residents whose trees had not been
collected. Staff should have used the post to remind residents trees would still be collected and thank them for their
patience. On January 11, CMSD posted on social media a notice that tree collections continued to be delayed and the
pickups were extended for a week. Photos of the social media posts have been attached to this report for reference.
Subject 2. 2020 Christmas Tree Collection
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended
Action
That the Board of Directors provide direction to staff
Goals 2.0 Solid Waste
CMSD Staff and the CR&R Senior Sustainability Coordinator and Route Manager were in daily contact on tree
collection progress. The Christmas tree collections were extended a week, from January 8 through January 16 and
90% of the remaining trees were collected during this time. The tree collections have always followed the trash day
schedule, but the collections are completed by a separate vehicle that only focuses on Christmas trees so when the
driver finished all routes for the day, he moved on to the next day's routes. It was possible to have a Wednesday trash
day but have the tree collected Monday night or Tuesday. The week of January 18 to January 22, CMSD received 20
requests for missed trees, all were completed within a day of receiving the notice.
Lessons learned from this year's delay was to communicate and update residents more frequently on social media
and make sure all previously scheduled posts reflect the ongoing changes to reduce panic. We must also remind
residents of the criteria that must be met for trees to be collected, residents were not placing their tree curbside for
collection but rather on their yard which makes it hard for the driver to notice. Some residents also place the tree in a
bag for collection so the driver does not collect it. Additionally, this program is only for CMSD trash customers, CMSD
HQ did receive calls from dumpster residents that their trees were not collected. Currently, the City does not offer this
program for residents and no information was provided as to how they should dispose of their Christmas trees.
Legal Review
Not Applicable.
Environmental Review
Review of the 2020 Christmas Tree collection program is an administrative matter, and administrative matters are
exempt under CEQA and the District’s CEQA Guidelines.
Financial Review
The Christmas tree collection is included in the CR&R contract. The District pays $75.65 per ton for Christmas trees
to be collected and processed at the AD Facility. The District is expected to receive invoices from CR&R later this
month.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 9, 2021 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
12-24-20.png (98 KB)
12-26-20.png (104 KB)
1-6-21.png (98 KB)
1-11-21.png (316 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 9, 2021
Subject: Artificial Intelligence Manhole Program
Summary
Over the last year, the District has worked with an applications and services company, Spring ML, to develop the first
artificial intelligence manhole detection model. This model will effectively make the District the first to use artificial
intelligence to detect manholes, monitor their condition, and quickly identify those that need to be repaired. Previously,
the District had been conducting a very lengthy procedure using a 2013 study to rate and replace deteriorating
manhole covers. In comparison, this model will functionally allow the District to be more proactive and efficient in
ensuring that no vehicle accidents and/or damages occur due to a manhole ring that needs to be replaced.
Recommendation
That the Board of Directors receives and files this report.
Analysis
The Costa Mesa Sanitary District has embarked on a new project to use machine learning to detect sewer manholes,
monitor their condition, and quickly identify those that need to be repaired. The District has approximately 218 street
miles (including 14 alley miles) and approximately 5,000 manholes within the District. As you can imagine, the
process to detect and rate every single manhole within the District is very time-consuming because the manholes are
on the road. In 2013, a consultant verified manhole locations and rated each on a scale of 1-5, from the least
deterioration to most. Wastewater staff used the manual to learn where manholes had been deteriorating and then
went onsite annually to physically inspect them, resulting in a very labor-intensive task.
The District contacted Spring ML, who had developed a similar machine learning model to detect potholes with the
City of Memphis, Tennessee. Over the last year, Spring ML and CMSD have been working on identifying the different
manhole grades to teach the model to identify and grade the manholes correctly. This innovative technology will
improve the frequency of detections from annually to quarterly as well as help the District be proactive in detecting
and replacing deteriorating manhole covers. The project has completed the testing phase and will be completing the
first official recording next month.
On a quarterly basis, the District's Code Enforcement Officer will spend two weeks recording streets in CMSD's
service area. A GoPro camera is attached to the hood of the code enforcement vehicle, facing the ground and with no
visible horizon in the shot which guarantees no personal information will be recorded. The Code Enforcement officer
is being used to record the service area because he is the only employee who drives around the District daily. Staff
Subject 3. Artificial Intelligence Manhole Program
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended
Action
That the Board of Directors receives and files this report.
Goals 1.0 Sewer Infrastructure
1.6 Sewer Infrastructure - Rehabilitate and/or replace infrastructure before
reaching the end of its life cycle
explored the option of having wastewater staff record, but they only drive from the yard to a pump station or a
designated area to clean. The wastewater maintenance staff would not be able to record the entire District quarterly, it
would take away from their cleaning schedules. The Code Enforcement Officer can record the service area in two
weeks by recording anywhere from 1.5 to 2 hours a day while still investigating open cases and responding to new
ones. The new duty of recording manholes will not takeaway any of his regular duties as Code Enforcement Officer
for the District.
After recording for the day, District staff will upload the videos onto Google Cloud for the machine learning model to
automatically process and provide manhole results on a website created by Spring ML for staff to utilize. The website
provides manhole results with GPS location, manhole ID, and grade. After videos are processed, staff will need to
verify results and manholes graded 5 and 4 will be shared with the Wastewater crew for further handling. As more
data is fed into the model, the system becomes smarter and there will be less time needed by staff to verify results.
Attached to this report are pictures of an identified grade 1 and grade 5 manhole. During the study session meeting,
a demonstration on how the model works will be provided to the Board and the public.
Legal Review
Not Applicable.
Environmental Review
Consideration of the artificial intelligence manhole program is an administrative matter, and administrative matters are
exempt under CEQA and the District’s CEQA Guidelines.
Financial Review
In February 2020, the District entered an agreement with Spring ML for the Artificial Intelligence Manhole Detection
Model Project for $33,000 The objective was to demonstrate the ability to detect and rate sewer holes in video or
imagery using a ML model. There was a $7,500 saving from the first contract. In October 2020, the District signed
another contract with Spring ML to continue the project for the amount of $42,500. The objective of the second
contract is to implement the manhole detection and grading system. This was not a budgeted item in fiscal year 2020-
21. Staff postponed the purchase of the Inspector’s Vehicles and transferred $38,500 to continue the Artificial
Intelligence Manhole Detection Model Project. In addition, the District pays a monthly fee of $300 for Google Cloud
Platform. Year to date, the District paid $1,420 for Google Cloud Platform. Staff also purchased a GoPro Camera,
Mounting equipment and memory cards for a total of $790. The savings of $7,500 from the first contract and the
budget adjustment of $38,500 are available to cover for the project.
Staff involved in the Artificial Intelligence Manhole Detection Model Project are the Management Analyst I, the Code
Enforcement Officer and the Administrative Assistant. The costs for staff to spend time on this project is included in
the salary and benefits budget for FY 2020-21.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 9, 2021 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Grade 1.png (213 KB)
Grade 5.png (283 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 9, 2021
Subject: Community Shredding Event
Summary
Per direction from the Board of Directors, District staff has researched the feasibility of hosting a community shredding
event for Costa Mesa Sanitary District trash customers.
Recommendation
That the Board of Directors provides direction to staff.
Analysis
Per direction from the Board of Directors, District staff has researched the feasibility of hosting a community shredding
event for Costa Mesa Sanitary District trash customers. District staff worked with CR&R Environmental Services
(CR&R) for vendor and logistic information for the shredding event hosted on January 23, in Newport Beach. A
shredding event in Costa Mesa would be executed similarly to the Newport Beach event and use the same vendor,
Southern California Shredding. This company completes the shredding on-site at a cost of $100 per hour, per
shredding truck. Additionally, the company only provides staff to load the shredder, CMSD would need to provide all
other event staffing.
District staff recommends a four-hour event period (8:00 A.M. to noon), which is similar to previous District held
community events like the Compost Giveaway and Goodwill Drive. The event would need four shredding vehicles to
be able to accommodate the length of the event. Southern California Shredding would need to be paid for 6 hours
(event time plus set-up and clean-up time) per vehicle at an approximate cost of $2,400. Additional costs identified for
the event would be renting a dumpster for the cardboard left behind by residents, as the shredding company will not
remove it. The District will also need to find a location to host the event. Previous community events have been held
at the OCC Recycling Center and the college has been kind enough to wave the cost of using the recycling center
parking space. This event would need a larger space to operate, cost and location for the event are unknown.
An event like this would need an additional 20 event workers aside from the District's Management Analyst I and
CR&R's Senior Sustainability Coordinator. The event staffing allocation would be as follows:
6 workers for unloading vehicles (2 per shredding truck)
4 workers for dealing with cardboard left behind (the shredding company will not take the cardboard)
1 worker to dispose of cardboard in dumpster
2 workers checking resident eligibility
5 workers for traffic control
4 workers rotating for breaks, moving traffic cones & easy ups
Subject 4. Community Shredding Event
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Action
Recommended
Action
That the Board of Directors provides direction to staff.
Unfortunately, CMSD does not have the staff available to host this event. The Newport Beach event held on January
23 was fully staffed by the City's maintenance staff. The District explored the possibility of CR&R providing the staffing
for the event and CMSD would reimburse them for the cost, at this time CR&R would not consider the request due to
the COVID-19 pandemic. The ongoing pandemic will also make it difficult for the District to find a location to host the
event and to find 20 event workers.
If the Board wants to proceed with a shredding event then staff recommends directing staff to budget this event in the
FY 2021-22 / 2022-23 Budgets and schedule the event for April 2022. Hopefully, by then, the pandemic will be over
and CR&R and OCC Recycling Center could assist by being partners to the event.
Legal Review
Not Applicable.
Environmental Review
Consideration of a community shredding event is an administrative matter, and administrative matters are exempt
under CEQA and the District’s CEQA Guidelines.
Financial Review
Costs for this event include hiring a shredding company, staffing of 20 workers, District's staff, dumpster rental, and
location rental. At this time, staff can only provide the cost for hiring a shredding company for an approximately
$2,400. This was not a budgeted item in the fiscal year 2020-21.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 9, 2021 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 9, 2021
Subject: Cardboard Recycling Event
Summary
The Board of Directors want to discuss the possibility of implementing a one-day cardboard recycling event.
Recommendation
That the Board of Directors provide direction to staff.
Analysis
Implementing one-day events takes collaboration with other organizations because the District does not have the
resources or the facility to host events. In past collection events such as household hazardous waste, composting
and textile donations, the District partnered with Orange Coast College (OCC), the County of Orange and/or CR&R
Environmental Service to implement successful events. If the Board wants to implement a cardboard recycling event,
staff recommends the District should continue its collaboration and partnerships with OCC and CR&R.
The District's curbside collection program accepts discarded cardboard by placing the material in one of the mixed
waste carts designated to single-family homes. The District encourages residents to breakdown their cardboard to
make room for other materials in their mix waste carts. Youtube has many short videos that demonstrate how to
breakdown cardboard. Right now, the market is strong for cardboard and the market is expected to grow by 2025.
See stories below about cardboard's strong market.
Global Paper Recycling Market Report 2020: Market is Estimated to be $45.5 Billion in 2020 and is Expected to
Reach $56.2 Billion by 2025 - Press Release - Digital Journal
Recovered paper markets' strong to start 2021 - Recycling Today
Staff recommends conducting outreach to the community about discarding cardboard in mixed waste containers and
how to breakdown cardboard. However, if the public does not want to discard their cardboard in mixed waste
containers they do have some options, such as:
1. Schedule a large item collection with CR&R. CMSD residents receive three (3) complimentary pickups per
year with ten (10) items collected during each pickup, or collections can be combined for a pickup of up to 30 items.
Residents can bundle their cardboard and schedule a large item collection.
2. Drop-off at OCC Recycling Center. The Recycling Center accepts unwanted cardboard as a donation.
Unfortunately, the Recycling Center continues to be closed to the public due to COVID-19.
Subject 5. Cardboard Recycling Event
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.0 Solid Waste
2.5 Solid Waste - Provide a program for collecting large items
3. OC Recycling. OC Recycling, located at 1601 E Edinger Avenue in Santa Ana, is open to the public and does
accept unwanted cardboard. OC Recycling is accepting cardboard as a donation as well, which means residents will
not receive monetary compensation for their discarded cardboard.
Legal Review
Not applicable
Environmental Review
Discussing the possibility of hosting a cardboard recycling event 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 CEQ Guidelines.
Financial Review
If the Board directs staff to schedule a cardboard recycling event then staff will report back with projected costs that
will include staff time, including overtime, permits, advertisement, and other resources.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 9, 2021 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.
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Feb 9, 2021 - 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, MARCH 9, 2021 AT 9:30 A.M. VIA TELECONFERENCE.
Subject 2. Adjournment
Meeting Feb 9, 2021 - Board of Directors Study Session
Access Public
Type Procedural