2021_07_13_ssTuesday, July 13, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING JULY 13, 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.
***
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.
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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 Jul 13, 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 Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Interim Code Enforcement Officer
Date: July 13, 2021
Subject: June 2021 Code Enforcement Officer Report
Summary
This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash
carts, and trash container enforcement. For the month of June, the CMSD Interim Code Enforcement Officer focused
his efforts on patrols in various parts of the community. The goal is to identify and deter instances of scavenging and
residential trash carts left within the public view.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of June, Interim Code Enforcement Officer (CEO) Griffin approached seven (07) individuals observed
scavenging from CMSD trash carts. In the same month he issued 105 warning notices to residents storing their trash
carts in public view. Officer Griffin found no graffiti on trash carts in the month of June. In order to address resident
concerns, the Interim Code Enforcement Officer is patrolling streets beginning at 6:30 a.m..
Interim Officer Griffin's enforcement activities are described in more detail in the attached report. The May CEO report
is not available because at the end of May the District was in transition with the code enforcement officer position.
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 Griffins' 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 July 13, 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.
Subject 1. Receive and File Code Enforcement Officer Report - June 2021
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 2.9 Solid Waste - Enhance Code Enforcement presence
File Attachments
June 2021 Interim CEO report (002).pdf (643 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Consider Changing the Start Time for Board of Directors Study Session Meetings to begin at 8:00
am
Summary
Currently, the start time for Board of Directors study session meetings is 9:30 a.m.. On June 28, 2021, the Board of
Directors discussed this item in an open session meeting to consider moving the start time to 8:00 a.m.. The Board
directed staff to report back on the feasibility to moving the start time to 8:00 a.m..
Recommendation
That the Board of Directors direct staff to report back on July 26, 2021 with a resolution that approves changing the
start time for Board of Directors Study Session meetings to begin at 8:00 a.m..
Analysis
Currently, the Board of Directors study session meetings began at 9:30 a.m. on the second Tuesday of the month.
Public participation at study session meetings are minimal because meetings are occurring during regular business
hours. Moving the start time to 8:00 a.m. could improve public participation because the District will be implementing
enhance technology in the Board Room where in-person and Zoom Board meetings will occur simultaneously, thus
allowing the public to participate in meetings from the comfort of their home prior to reporting to work. Moving the
start time to 8:00 a.m. willl not impact staff because staff reports to work at 7:00 a.m..
Legal Review
Not applicable
Environmental Review
Consideration of establishing a different start time for Board of Directors study session meetings 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
There are no fiscal impacts to CMSD for establishing a different start time for Board of Directors Study Session
meetings.
Public Notice Process
Subject 2. Consider Changing the Start Time for Board of Directors Study
Session Meetings to begin at 8:00 a.m.
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Action
Recommended
Action
That the Board of Directors direct staff to report back on July 26, 2021 with a
resolution that approves changing the start time for Board of Directors Study
Session meetings to begin at 8:00 a.m.
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District’s website.
Alternative Actions
1. Direct staff to report with more information.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Consider Approving Performance Measurement Benchmarks for CR&R Environmental Services
Summary
On June 8, 2021, the Board of Directors denied CR&R Environmental Services request for an annual rate adjustment
for FY 2021-2023 because of service level concerns raised by staff. However, the Board directed staff to revisit this
item after six months.
Recommendation
That the Board of Directors approve the Performance Measurement Benchmarks for CR&R Environmental Services
Analysis
On January 24, 2022, the Board will reconsider granting CR&R's request for a rate adjustment. To help the Board
determine if service levels have improved or not, staff has developed a list of performance measurement benchmarks
to engage on CR&R's level of performance.
The benchmarks correlate with CR&R's letter dated May 26, 2021 that addresses staff concerns regarding past
performance. In addition, Benchmark #2, reducing public complaints by 50% to 174 or less, is from the June 8, 2021
staff report that cites a 55% increase in complaints from the year before (Source: MBC Report dated March 1, 2021).
On June 18, 2021, staff disseminated the proposed benchmarks to CR&R for review and comments. On July 6, staff
confirmed from CR&R they have no edits to the proposed benchmarks.
The Citizens Advisory Committee (CAC) will be reviewing and commenting on the proposed benchmarks at their July
14th meeting.
Legal Review
Not applicable
Environmental Review
Developing and approving performance measurement benchmarks 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.”
Subject 3. Consider Approving Performance Measurement Benchmarks for CR&R
Environmental Services
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Action
Recommended
Action
That the Board of Directors approve the Performance Measurement Benchmarks
for CR&R Environmental Services
Goals 2.0 Solid Waste
Financial Review
There are no fiscal impacts to CMSD for developing and monitoring performance measurement benchmarks.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District’s website.
Alternative Actions
1. Do not approve the benchmarks.
2. Direct staff to add or delete benchmarks.
File Attachments
CR&R Benchmarks for next 6 Months.pdf (93 KB)
CR&R Letter - Performance Review.pdf (646 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Best Communication Practices Between CR&R Environmental Services and CMSD
Summary
The Board of Directors have requested information on how CR&R and CMSD staff communicate with each other.
The following are the best communication practices between CR&R and CMSD.
Recommendation
That the Board of Directors provide feedback to staff.
Analysis
Effective communication occurs when a message is sent and received accurately. It ensures that everyone on the
team is on the same page. Effective communication between CR&R and CMSD is important to ensure trash collection
services are performed in accordance with contract terms and to CMSD standards. However, past communication
practices between the two agencies have been mediocre when it comes to promptly resolving issues. It is hopeful
that the tools identified below will improve communications moving forward. The following are the best
communication practices between CR&R and CMSD.
1.GovOutreach - The advancement of technology has greatly enhanced communication methods between the two
agencies. By using CMSD's smartphone app, "GoCMSD" and CMSD’s website, residents can file a complaint or
request regarding their trash collection services. The request goes directly to assigned CR&R's Customer Service
Representatives and CMSD staff can view all requests received. CR&R contacts the resident to schedule the service
or provide a resolution to the complaint and will follow up with CMSD on actions taken. Once a follow-up has been
received from CR&R, District staff will close the requests.
2. Phone - It may sound old-fashioned but a reliable phone system to communicate with CR&R is necessary. Phones
(cell and landline) are used to make a quick call to resolve problems. Phones also allow for voicemails to be left and
for texting of photos to share problems encountered in our service area.
3. Email - Email communications are very common between CR&R and CMSD staff. Emails are sent and received on
desktops in the office and on cell phones. Emails are also a good method for documenting communications between
the two agencies.
4. Face-to-Face - Staff will soon be having standard face-to-face meetings between the operation and route
managers, Senior Sustainability Coordinator, and Management Analyst. The meetings will occur in person and allow
CR&R to share information with staff such as mechanical breakdown of fleet units, missed pickups, and/or service
delays. The information received from CR&R allows staff to disseminate the information to the public.
Subject 4. Best Communication Practices Between CR&R Environmental
Services and CMSD
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.0 Solid Waste
5.0 Community Outreach & Communications
5. Written - While not commonly used, the two agencies still rely on written communications to each other in the form
of memorandums and letters. These documents are filed with the District Clerk and available to the public.
Legal Review
Not applicable
Environmental Review
Discussing best communication practices 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
There are no fiscal impacts to CMSD for implementing best communication practices.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District’s website.
Alternative Actions
1. Direct staff to report back with more information.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Receive and File Citizens Advisory Committee 2021-22 Goals and Objective Schedule
Summary
According to Section III.D of the Citizens Advisory Committee (CAC) Handbook, each year the CAC Chair will meet
and consult with the Board President and General Manager to determine the District's goals and objectives for the
following year and convey those needs to the CAC. On June 25, 2021, a virtual meeting between Chairwoman Elodi
Katz, President Bob Ooten and General Manager Scott Carroll occurred to discuss a list of goals and objectives for
upcoming year.
Recommendation
That the Board of Directors provide direction to staff.
Analysis
On June 25, 2021, a virtual meeting between Chairwoman Elodi Katz, President Bob Ooten and General Manager
Scott Carroll occurred to discuss a list of goals and objectives for upcoming year. Attached is the schedule being
proposed for CAC approval consideration at their July 14th meeting. Most of the topics to be discussed by the CAC
conform to the District's FY 2020-25 Strategic Plan.
Legal Review
Not applicable
Environmental Review
Selecting topics to discuss at future CAC meetings and identifying goals and objectives for the coming year 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
There are no financial impacts to the District for selecting future CAC topics and identifying goals and objectives.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
Subject 5. Receive and File Citizens Advisory Committee 2021-22 Goals and
Objective Schedule
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Action
Recommended
Action
That the Board of Directors provide direction to staff.
File Attachments
2021-22 CAC Workplan.pdf (83 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Receive and File Project #331 Sewer Siphon Evaluation
Summary
An inverted sewer siphon allows wastewater to pass under obstructions such as a railroad cut, highway, conduit or
river. It’s often called a sag pipe. This U-shaped pipe is dropped sharply, then run horizontal under the obstruction,
and finally rises to the desired elevation. The District has several siphons within our system.
In 2019, staff discovered the Bristol Street Sewer Siphon needed immediate repair. Known as Project No. 332, this
project was very time-consuming and expensive because the siphon had significant mortar build up in each barrel of
the 6"/8"siphon. After removing the mortar, the siphon was relined with cured-in-place pipe. Due to unexpected
condition of the Bristol Sewer Siphon, staff decided to evaluate the current condition of all siphons within the system
and schedule repair/rehabilitation if needed. The sewer siphon data is attached.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the fall of 2019, the District solicited bids for Project #331, Sewer Siphon Evaluation. On December 12, 2019, bids
were opened in which Tunnelworks Services was the low bid at $75,878. At the time the evaluation began, staff
believed the District had ten sewer siphons within the collection system.
Attached are the result of the evaluation. The evaluation determined that the District had fewer siphons than the ten
siphons identified in the District's asset management system and two of the siphons were ductile iron sewers. Of the
10 pipes evaluated, three siphons require moderate repairs and liners installed, two siphons require minor repairs and
a liner, three siphons are in good condition with low-priority repairs being required, and two siphons are gravity sewers
that will be placed into the ductile iron pipe rehabilitation project. District Engineer, Mark Esquer, will be giving an oral
report regarding the results of the evaluation and the recommended repair/rehabilitation for the siphons.
Legal Review
Not applicable
Environmental Review
Subject 6. Receive and File Project #331 Sewer Siphon Evaluation
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.6 Sewer Infrastructure - Rehabilitate and/or replace infrastructure before
reaching the end of its life cycle
1.7 Sewer Infrastructure - Repair infrastructure after deficiencies have been
identified
Conducting a sewer siphon evaluation 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
Total budget for the Sewer Siphon Evaluation project is $100,000 and the total cost is $90,655, which include $68,378
for the evaluation (Tunnelworks Services), $843 for blue prints (Santa Ana Blue Print) and $21,434 for contract
administration (Robin Hamers & Associate). At June 30, 2021, the project has a budget remaining balance of $9,345.
The District has budgeted Project 335 in the amount of $550,000 over the next two fiscal years for rehabilitating five
siphons. It is anticipated that the District will spend $250,000 during FY21-22 and $300,000 during FY 22-23. The
remaining 3 siphons will be repaired or relined if funding is available. If funding is not available, the remaining siphon
work will be budgeted during the FY 23-24 and/or 24/25 fiscal years.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District’s website.
Alternative Actions
1. Direct staff to report back with more information.
Administrative File Attachments
CMSD331 - Siphon Date and Report - Final 2020-11-09.pdf (77 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 13, 2021
Subject: Review and Comment on CMSD's Redesigned Website
Summary
On July 1, 2021, the District launched its redesigned website. Staff is seeking feedback and comments from the public
and the Board regarding the new website.
Recommendation
That the Board of Directors provide feedback on the redesigned website.
Analysis
After soliciting proposals from qualified vendors, the District entered into a contract with Revize LLC to redesign and
maintain the District's website. In addition to being the lowest cost, Revize LLC provides unique and clean looking
websites. They offer high quality video/animation features, and their websites work well with Google Analytics.
Revize had the best language translator, and their mobile version looked cleanest when compared to other vendors.
Staff will be providing a demonstration of the website and all the features it offers.
Legal Review
Not applicable
Environmental Review
Redesigning a website 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
The annual website maintenance cost of $6,000 is included the FY 2021-22 budget.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 13, 2021 Board of
Directors study session meeting at District Headquarters and on District’s website.
Alternative Actions
1. Direct staff to report back with more information.
Subject 7. Review and Comment on CMSD's Redesigned Website
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 5.0 Community Outreach & Communications
5.6 Community Outreach & Communications - Enhance communications
platforms
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jul 13, 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, AUGUST 10, 2021.
Subject 2. Adjournment
Meeting Jul 13, 2021 - Board of Directors Study Session
Access Public
Type Procedural