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Wednesday, September 8, 2021
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING SEPTEMBER 8, 2021 CITIZENS ADVISORY COMMITTEE MEETING
This meeting is being conducted in person at the District Headquarters (290 Paularino Avenue, Costa
Mesa) and virtually 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 paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 856 9839 9523
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 856 9839 9523#
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 Committee's
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 Committee 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. Call to Order
2. Roll Call
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).
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B. ITEM
1. Approve the Citizens Advisory Committee Meeting Minutes of July 14, 2021
2. Provide Comments and Questions for the 2021 Community-wide Citizen Survey
3. Provide Comments Regarding CMSD's Artificial Intelligence Manhole Management Program
4. Provide Comments Regarding CMSD's Sewer Siphon Evaluation Results - Project #331
C. CLOSING ITEMS
1. Committee Member Comments
2. Board/Staff Comments
3. Adjournment
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Wednesday, September 8, 2021
Citizens Advisory Committee
Time: 6:00 P.M.
IMPORTANT NOTICE REGARDING SEPTEMBER 8, 2021 CITIZENS ADVISORY COMMITTEE MEETING
This meeting is being conducted in person at the District Headquarters (290 Paularino Avenue, Costa
Mesa) and virtually 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 paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 856 9839 9523
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 856 9839 9523#
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 Committee's
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 Committee 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. Call to Order
Meeting Sep 8, 2021 - Citizens Advisory Committee
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A. OPENING ITEMS
Member Position Term
Elodie Katz Chair 2021-23
Sue Lester Vice Chair 2021-23
Dickie Fernandez Member 2020-22
Daniel Baume Member 2020-22
Seth Greiner Member 2020-22
Phil Marsh Member 2020-22
Andrew Nielson Member 2020-22
Mike Corcoran Member 2020-22
Judith Gielow Member 2021-23
Jeff Arbour Member 2021-23
Cindy Brenneman Member 2021-23
Subject 2. Roll Call
Meeting Sep 8, 2021 - Citizens Advisory Committee
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Type
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A. OPENING ITEMS
Subject 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).
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Procedural
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: September 8, 2021
Subject: Approve the Citizens Advisory Committee Meeting Minutes of July 14, 2021
Summary
The recorded minutes of the July 14, 2021 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory
Committee for review and approval.
Analysis
Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on July 14, 2021.
Staff Recommendation
That the Citizens Advisory Committee approves the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 8, 2021 Citizens Advisory
Committee Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2021_07_14_cac.pdf (107 KB)
Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of July 14, 2021
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Action, Minutes
Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented.
Minutes View Minutes for Jul 14, 2021 - Citizens Advisory Committee
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: September 8, 2021
Subject: Provide Comments and Questions for 2021 Community-wide Citizen Survey
Summary
This item was originally planned for discussion at the CAC's January 12, 2022 meeting, but the item was moved to tonight's meeting
because there is a necessity to engage with the public and gather information from the research that could be helpful for Board members
making decisions in 2022. Reviewing and making recommendations regarding Orange County Sanitation District's (OCSD's) policies to
determine if consistency is necessary, which was originally scheduled to be heard at tonight's meeting, is being moved to the CAC's
January 12, 2022 meeting.
Recently, the District entered into an agreement with True North Research, of Encinitas California, to conduct a community-wide citizen
survey for research and analysis. The purpose of the survey is to seek level of satisfaction feedback from District ratepayers and to
assess solid waste ratepayers' level of satisfaction with the current two-cart system and to acquire their level of acceptance for replacing
the two-cart system with a three-cart system.
Recommendation
That the Citizen Advisory Committee provide comments and questions for the 2021 Community Wide Citizen Survey.
Analysis
The District solicited a request for proposals from qualified public research firms to conduct a community-wide citizen survey for research
and analysis. Five proposals were received and after extensive evaluation of the proposals, District staff determined the True North
Research proposal is the "best valued" proposal. The criteria for determining a proposal being "best value" includes cost, responsiveness
to the RFP, qualifications and experience, references and previous performance, ability to provide the services and timeliness for
completing the project.
True North Research will be responsible for identifying and interviewing, via cellular, telephone, email and/or text, 1,000 ratepayers within
District jurisdiction, and they must ensure a 95% confidence rating in the survey findings with a five point plus or minus variance. Dr.
Timothy McLarney, President of True North Research, will be available at tonight's meeting to describe in more detail the methodology
and work plan his firm will implement to successfully complete this project.
Staff is seeking the CAC's assistance for creating the questionnaire. Tonight will be an opportunity for True North Research to hear from
CAC member suggestions, comments and/or sample questions to be placed on the questionnaire. Attached is the 2019 Citizen Survey
as a reference for possible questions in 2021. Staff is recommending that the CAC consider using some of the 2019 survey questions in
the 2021 survey to help determine whether service levels have improved or not.
Staff anticipates the survey results will be presented to the CAC at the November 10, 2021 meeting.
Subject 2. Provide Comments and Questions for the 2021 Community-wide Citizen Survey
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Action, Discussion
Fiscal Impact No
Dollar Amount $38,530.00
Budgeted Yes
Recommended Action That the Citizen Advisory Committee provide comments and questions for the 2021
Community-wide Citizen Survey.
Goals 5.0 Community Outreach & Communications
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Legal Review
Not applicable for CAC providing comments and questions for the 2021 Community-wide Citizen Survey. However, District Counsel did
review and approve the agreement with True North Research.
Environmental Review
Providing comments and questions for a community wide citizen survey 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
The cost for True North Research to conduct a community-wide citizen survey research and analysis is $38,530. The District budgeted
$40,000 in the FY 2021-22 Budget for this project.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the September 8, 2021 Citizens Advisory
Committee meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information; however, this action will delay conducting the community-wide citizen survey research
and analysis.
File Attachments
1. Citizen Survey 2019 - Updated Presentation 12-4-19.pdf (1,650 KB)
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 8, 2021
Subject: Provide Comments Regarding CMSD's Artificial Intelligence Manhole Management 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 2013 and 2015 studies 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 Citizens Advisory Committee provide comments regarding CMSD's Artificial Intelligence Manhole Management Program.
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 5,185 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 and 2015, 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 in the City of Memphis,
Tennessee. In 2020, Spring ML and CMSD worked together 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.
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 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 because it would take away valuable time 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 does not hinder 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, so 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 from staff to verify results.
Attached to this report are pictures of an identified grade 1 and grade 5 manhole. Also, attached are pictures of the GoPro camera
attached to the hood of the code enforcement vehicle. During the CAC meeting, a demonstration on how the model works will be
provided to CAC members and the public.
Subject 3. Provide Comments Regarding CMSD's Artificial Intelligence Manhole Management
Program
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Discussion, Receive and File
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Traditional Method Cost Cost Artificial Intelligence MH Program
Inspection Consultant
(2013 & 2015)51,702 71,109 Consultant (AI System)
CMSD Inspection labor 43,484 2,816 Reviewing recorded MH's
Inspection Consultant (2021)30,000 NA
Total Cost 125,186 73,925
CMSD annual hours spent on
inspecting manhole covers 682 16 CMSD annual hours spent viewing video
recordings
CMSD's Artificial Intelligence Manhole Management Program received the 2021 Innovative Program/Project of the Year award from
the California Special Districts Association.
Legal Review
Not Applicable.
Environmental Review
Consideration of the artificial intelligence manhole management program is an administrative matter, and administrative matters are
exempt under CEQA and the District’s CEQA Guidelines.
Financial Review
The cost to create the artificial intelligence manhole cover detection model was $71,000, which is $20,000 more than the consultant that
performed the two inspection studies in 2013 and 2015. However, the savings is from CMSD inspection labor. Staff estimates it is taking
682 hours annually at a cost of $43,500 to inspect manhole covers. The AI manhole managemetn program does not require staff to go
into the field to inspect manhole covers. Instead, manhole coves are inspected in the office where staff is spending approximately sixteen
(16) hours a year reviewing the recordings and making necessary revisions to the model. Staff estimates the cost to review the
recordings is approximately $3,000, which is a savings of $40,500 annually.
Intangible benefits of the AI manhole program include safety. Now, CSMD employees are not subjecting themselves to potential injuries
by being struck by fast moving vehicles. In addition, the 682 hours spent on inspections can now be transferred to other operational areas
such as enhanced cleaning of the sewer system and/or performing closed circuit televising of pipeline to evaluate said pipeline current
condition. Also, the model is inspecting manhole covers more frequently (four times vs one time a year) and all 5,185 manhole covers are
being inspected four times a year, rather than just once a year.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 8, 2021 Citizens Advisory
Committee 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)
GoPro Camera on Volt1.jpg (2,539 KB)
GoPro Camera on Volt2.jpg (2,169 KB)
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Mark Esquer, District Engineer
Date: September 8, 2021
Subject: Provide Comments Regarding CMSD's Sewer Siphon Evaluation Results - Project #331
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 Citizens Advisory Committee provide comments regarding CMSD's sewer siphon evaluation results - Project #331
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
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.”
Subject 4. Provide Comments Regarding CMSD's Sewer Siphon Evaluation Results - Project
#331
Meeting Sep 8, 2021 - Citizens Advisory Committee
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
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Financial Review
Total budget for the Sewer Siphon Evaluation project is $100,000 and the total cost is $90,655.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the September 8, 2021 Citizen Advisory
Committee meeting at District Headquarters and on District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
CMSD331 - Siphon Date and Report - Final 2020-11-09.pdf (77 KB)
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C. CLOSING ITEMS
Subject 1. Committee Member Comments
Meeting Sep 8, 2021 - Citizens Advisory Committee
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Type Presentation
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C. CLOSING ITEMS
Subject 2. Board/Staff Comments
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Presentation
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C. CLOSING ITEMS
The next Citizens Advisory Committee Meeting is scheduled for Wednesday, November 10, 2021 at 6:00 p.m.
Subject 3. Adjournment
Meeting Sep 8, 2021 - Citizens Advisory Committee
Access Public
Type Procedural