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Tuesday, October 12, 2021
Board of Directors Study Session
Time: 8:00 A.M.
IMPORTANT NOTICE REGARDING OCTOBER 12, 2021 STUDY SESSION MEETING
This hybrid in-person and teleconferenced meeting will utilize electronic means consistent with
State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 899 0194 1368#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in real time during the meeting
or prior to the meeting in writing for the Board of Directors' consideration by sending them to the
District Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part
of the official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of
the agenda packet. If any document or other writing pertaining to an agenda item is distributed to
all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained
from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the
absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items
within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda.
Members of the public will have the opportunity to address the Board of Directors about all other items on
this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of
Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a
subsequent meeting. The Board of Directors will respond after public comment has been received. Please
state your name. Each speaker will be limited to four (4) continuous minutes.
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1. Public Comments
C. ITEMS OF STUDY
1. September 2021 Code Enforcement Officer Report
2. Tripepi Smith Communications Engagement Update - July through September 2021
3. Receive and File Report from Steve Cano, Wastewater Maintenance Superintendent and Joel Ortiz, Wastewater
Maintenance Worker III for Attending the Tri-State Seminar in Las Vegas from August 9-12, 2021
4. Receive and File CR&R's Benchmark Measures Progress Report
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, October 12, 2021
Board of Directors Study Session
Time: 8:00 A.M.
IMPORTANT NOTICE REGARDING OCTOBER 12, 2021 STUDY SESSION MEETING
This hybrid in-person and teleconferenced meeting will utilize electronic means consistent with
State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 899 0194 1368#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in real time during the meeting
or prior to the meeting in writing for the Board of Directors' consideration by sending them to the
District Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part
of the official public record of the meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of
the agenda packet. If any document or other writing pertaining to an agenda item is distributed to
all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained
from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Subject 1. Roll Call - (If absences occur, consider whether to deem those absences excused
based on facts presented for the absence – such determination shall be the
permission required by law.)
Meeting Oct 12, 2021 - Board of Directors Study Session
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Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, Director
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B. PUBLIC COMMENTS - This time has been set aside for persons in the audience
to make comments on items within the subject matter jurisdiction of the Costa
Mesa Sanitary District that are not listed on this agenda. Members of the public
will have the opportunity to address the Board of Directors about all other items
on this agenda at the time those items are considered. Under the provisions of
the Brown Act, the Board of Directors is prohibited from taking action on oral
requests but may refer the matter to staff or to a subsequent meeting. The Board
of Directors will respond after public comment has been received. Please state
your name. Each speaker will be limited to four (4) continuous minutes.
Subject 1. Public Comments
Meeting Oct 12, 2021 - Board of Directors Study Session
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Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Interim Code Enforcement Officer
Date: October 12, 2021
Subject: September 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 September, 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 September, Interim Code Enforcement Officer (CEO) Griffin approached three (3) individuals after observing
them scavenging from CMSD trash carts. In the same month he issued 37 warning notices to residents storing their trash carts in public
view. Officer Griffin found no graffiti on trash carts in the month of September.
Interim Officer Griffin's 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 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 October 12, 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
October 2021 Interim CEO report.pdf (383 KB)
Subject 1. September 2021 Code Enforcement Officer Report
Meeting Oct 12, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.0 Solid Waste
2.9 Solid Waste - Enhance Code Enforcement presence
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Noelani Middenway, CMC, District Clerk/PIO
Date: October 12, 2021
Subject: Tripepi Smith Communications Engagement Update - July through September 2021
Summary
Since resuming communications support to CMSD in July 2021, Tripepi Smith has been working with staff to implement the current scope
that includes the following:
Five program/service campaigns
Quarterly Communication Planning Meetings
Graphic design and general communication support
Project management for communications
Recommendation
That the Board of Directors receives and file this report.
Analysis
Looking back on the period from July through September 2021, Tripepi Smith would like to highlight two initiatives in particular: the Large
Item Collection Program Campaign and bus shelter ads publicizing the Household Hazardous Waste Collection Program.
The Large Item Collection Program Campaign ran for one month beginning on August 30. The campaign involved a press release,
website news article, website alert box, flyer, social media content and boosted ads, targeted emails as well as Google Ads. Metrics from
the campaign show a total social media reach of 52,160 and impressions through Google Ads reaching 1,944 so far.
The bus shelter (“bus stop”) ads publicizing the Household Hazardous Waste Collection Program were posted on October 4 and are
currently displayed in four locations across Costa Mesa. According to the bus shelter vendor, impressions from these ads will total an
estimated 2.8 million viewers.
Tripepi Smith also updated its regular engagement metrics for overall social media engagement, website traffic, and email distribution,
and highlights are as follows:
Mailchimp list of CMSD’s subscribers has grown to a total of 3,138 as of September 2021
After a drop off in the summer, CMSD has ramped back up its distribution of Mailchimp emails, sending a total of 26 emails to
subscribers between July and September 2021
CMSD received 879 website visits in September 2021, possibly reflecting the Large Item Collection Program campaign as well as
the user-friendliness of the new site
Issue-specific campaigns continue to drive greater social media reach, with the second highest-ever reach of 96,816 being seen
in September 2021
CMSD continues to post consistently on social media with increases during issue-specific campaigns, posting a total of 184 posts
across platforms from July through September 2021 (77 of which were in September)
As of September 2021, the total number of social media followers for CMSD has grown to 2,051 (compared to 1,742 in January
2021)
CMSD’s list of Mailchimp subscribers has grown to a total of 3,138 as of September 2021
Subject 2. Tripepi Smith Communications Engagement Update - July through September
2021
Meeting Oct 12, 2021 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 5.5 Community Outreach & Communications - Use clear messaging and education to
engage the community in District programs and activities
5.4 Community Outreach & Communications - Track and report communications metrics
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For additional details and content samples, please see the attached PowerPoint presentation.
Legal Review
Not applicable.
Environmental Review
An update on the communication's engagement is an administrative matter and not a disturbance of the environment similar to grading or
construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
The Tripepi Smith contract amount is $63,820.50, which was sufficiently budgeted for in FY2021-22.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the October 12, 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
CMSD Study Session_Oct 2021.pptx (4,233 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: October 12, 2021
Subject: Receive and File Report from Steve Cano, Wastewater Maintenance Superintendent and Joel Ortiz, Wastewater
Maintenance Worker III for Attending the Tri-State Seminar in Las Vegas from August 9-12, 2021
Summary
Since 1985, the Tri-State Seminar has been providing affordable, high quality education to water and wastewater operators from the
Western United States by providing an annual three-day seminar designed to provide professional development, continuing education,
and technology transfer to support the vision and missions of partner organizations, which include Arizona Water Association (AWA),
California Water Environment Association (CWEA) and the Nevada Water Environment Association (NWEA).
This item was presented to the Board on September 14, but staff attending the seminar were unavailable to give a presentation, so the
Board directed staff to bring this item back to today's meeting.
Recommendation
That the Board of Directors receive and file this report.
Analysis
From August 9-12, Steve Cano, Wastewater Maintenance Superintendent, and Joel Ortiz, Wastewater Maintenance Worker III attended
the Tri-State Seminar in Las Vegas. The following is a brief report of what they learned at the seminar.
Steve Cano
Using Non-Invasive Technology to Assess Force Mains by Liberty Utilities of Arizona (LUA). LUA was facing the same issues
CMSD encountered with the Elden Pump Station force main. LUA force main is 2.2 miles of 16-inch ductile iron pipe with three
non-operational air relief valves with a daily flow of 1.3 million gallons per day. LUA encountered four breaks within three years on
this force main, so they decided to perform a condition assessment. LUA used a few different techniques to measure the pipe
thickness of the walls of the force main. The agency first used an ultrasonic transducer because it was the easiest and more
affordable to test. The second technique was done by a pipe bracelet probe that uses a magnetic field and can be done while the
pipe is in service. The last technique consisted of using three spheres. The spheres are released into the system and measures
the depths of the walls. The spheres had to be launched through a hot tap on the main and then captured with a tool at the
downstream manhole. The sphere test showed results that 67% of the pipe had substantial wall depth loss. From the tests,
LUA made the necessary repairs with liner.
Artificial Intelligence in Sewer Condition Assessment, is now using the technology for televising purposes. The program runs
in conjunction with the National Association of Sewer Service Companies (NASSCO) and other programs such as Granite XP or
ESRI. The program recognizes the different pipe failures, vermin, joint issues, etc. that is used in NASSCO's Pipeline Assessment
Certification Program (PACP). Studies show that operators will miss 26% of defects and the program is more efficient
by doubling the daily footage for production.
Digital Side-Scanning Technology. This technology uses a camera that is transported down the sewer line. There is no need to
stop, pan and tilt, zoom, which saves time and increases daily footage. The data is captured immediately and staff can go back
Subject 3. Receive and File Report from Steve Cano, Wastewater Maintenance
Superintendent and Joel Ortiz, Wastewater Maintenance Worker III for Attending
the Tri-State Seminar in Las Vegas from August 9-12, 2021
Meeting Oct 12, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 1.0 Sewer Infrastructure
1.12 Sewer Infrastructure - Provide education and training to staff
7.0 Human Resources Management
7.4 Human Resources Management - Provide opportunities to improve individual skills,
knowledge, and leadership through professional development
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and review at a later time. Technology is always changing and seems like every year a new way for inspecting pipeline is
introduced to the industry.
Exhibition Hall is where all newest tools, vehicles and products are on display. The newest vehicle that is coming into the market
are the recycler combination units. The units have been used for many years in Europe and now are starting to show up in the
United States. Due to heavy drought, agencies are starting to add these units to their fleet. With the recycler units, it uses less
water and uses the wastewater from the sewers in the cleaning process. In Northern California, one agency is no longer able to
use potable water for cleaning purposes and are looking into adding recycler units to their fleet. These units are extremely
expensive, nearly $800,000 a unit, and require extensive maintenance. Orange County Sanitation District has a recycler unit in
their fleet.
Debris Caps (www.debriscaps.com ) The Debris Cap is a product that protects the directional and force main valves from dirt,
debris and damage. They can also be color coded to differentiate from what valve they are.
Joel Ortiz
Reducing Sanitary Sewer Overflows through Aggressive Cleaning. Municipalities are taking a proactive and preventive
approach to cleaning their sewer mains. By Implementing Standard Operation Procedures (SOP) that describe aggressive sewer
cleaning methods will extend the service life of the entire system. The objective is to use the proper cleaning nozzles to remove
anything that can obstruct full flow.
Operators Must be Familiarized with Their Sewer Cleaning Hose Prior to Operating Any Combination Cleaning Unit. The
Operator should inspect the hose cleaning head prior to operating. The nozzle should fit tight on the hose, and the operator
should look for damages to the hose cover to see if any blisters or bubbles are occurring and/or if the hose has any cuts. If an
operator finds any compromises to the hose than it's not safe to operate.
Different Types of Cleaning Heads to Remove Roots, Calcium Deposits, Grease and Grit. Recognizing the right cleaning
head for the job will improve operational efficiencies.
Deflection Testing. Deflection testing is used to determine that the ovality of the sewer pipe meets its specification. It's ensuring
the pipe is still round and not displaced under its current load. It was recommended that agencies perform deflection testing. A
mandrel tool or laser scanner is the most common form of deflection testing. o
Legal Review
Not applicable
Environmental Review
Providing a report about attending a conference 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
Attending the Tri-State Seminar is in the FY 2021-22 Budget at a cost of $1,500.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the October 12, 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.
File Attachments
Tri State Seminar.pdf (373 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: October 12, 2021
Subject: Receive and File CR&R's Benchmark Measures Progress Report
Summary
On July 13, 2021, the Board of Directors approved a list of benchmark measures to engage on their performance level for the next six
months (July - December 2021). The Board directed staff to report back CR&R's progress on a monthly basis.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Data was unavailable at the time this report was being prepared. Staff will present data for the past three months (July-September) at the
Board's October 25, 2021 regular Board of Directors meeting.
Legal Review
Not applicable
Environmental Review
Providing a progress report regarding benchmark measures 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.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the October 12, 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 4. Receive and File CR&R's Benchmark Measures Progress Report
Meeting Oct 12, 2021 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.0 Solid Waste
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Oct 12, 2021 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, NOVEMBER 9, 2021 AT 8:00 A.M. IN THE DISTRICT'S BOARDROOM, LOCATED AT 290 PAULARINO AVENUE,
COSTA MESA.
Subject 2. Adjournment
Meeting Oct 12, 2021 - Board of Directors Study Session
Access Public
Type Procedural