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Minutes - CAC - 2023-01-11COSTA MESA SANITARY DISTRICT MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING JANUARY11,2023 NOTE. This hybrid in -person and teleconferenced meeting will utilize electronic means consistent with State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)). CAC Members present Jeff Arbour, Cindy Brenneman, Rosemarie Chora, Dean Fisher, Judy Gielow, Elodie Katz, Michael Tou, Annette Watson CAC Members absent Daniel Baume, Sue Lester, Dickie Fernandez Board Members present Art Perry Arlene Schafer Mike Scheafer Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public Information Officer), Gina Terraneo (Management Analyst II), Mark Esquer (District Engineer) Others present Joe Jenkins, EEC Environmental Mike Balliet, Michael Balliet Consulting Meeting called to order at 6:03 P.M. A. OPENING ITEMS Procedural: 1. Call to Order COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 Citizens Advisory Committee (CAC) Chair Katz called the meeting to order at 6:03 p.m. Procedural: 2. Roll Call District Clerk & Public Information Officer, Noelani Middenway, conducted roll call. She noted that CAC Members Arbour, Brenneman, Chora, Fisher, Gielow, Katz, Tou, and Watson were present, while CAC Members Baume, Fernandez, and Lester were not present. Procedural: 3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be extended for good cause by a majority vote of the committee. CAC Chair Katz opened public comments. Hearing none, she closed public comments. B. ITEMS Action: 1. Approve the Citizens Advisory Committee Meeting Minutes of November 9, 2022 Recommendation: That the Citizens Advisory Committee approves the meeting minutes as presented. CAC Chair Katz introduced the item. Motion: To approve the Citizens Advisory Committee Meeting minutes of November 9, 2022 as presented. Motion by Cindy Brenneman, seconded by Michael Tou. Final Resolution: Motion carries 8-0-0-3 Ayes: Jeff Arbour, Cindy Brenneman, Rosemarie Chora, Dean Fisher, Julie Gielow, Elodie Katz, Michael Tou, Annette Watson No: None Abstain: None Not Present: Daniel Baume, Dickie Fernandez, Sue Lester There was no discussion. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 Action, Receive and File: 2. Receive and File Waste Composition Studies #4 from Michael Balliet Consulting Recommendation: That the Citizens Advisory Committee provides comments regarding the results of the Solid Waste Characterization Studies conducted on November 15, 2022. General Manager, Scott Carroll, presented the item and discussed the waste composition studies. He introduced the District's solid waste consultant, Mike Balliet of Michael Balliet Consulting. Mr. Balliet identified the area of study. He stated that the first study had a contamination level of about 10% and the second study had about 14% contamination. He noted that the target contamination level is 10% or below. He shared that wet paper and cardboard were included as a sample category. Chair Katz suggested including the previous levels of contamination for food and green waste. She inquired about positive reinforcement opportunities for customers who are properly sorting their waste. Mr. Carroll stated that staff will discuss ideas regarding positive reinforcement. CAC Member Watson inquired about the contamination rate. Mr. Carroll stated that the contamination rate refers to source separation of green and food waste and of trash and recyclables. There was no further discussion, and the report was received. Action: 6. 2022 Self -Audit of CMSD's Sewer System Management Plan performed by EEC Environmental Recommendation: That the Citizens Advisory Committee recommends the Board of Directors accept the 2022 Self -Audit of CMSD's Sewer System Management Plan performed by EEC Environmental. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 Mr. Carroll requested to reorder the agenda to discuss Item B6 prior to Item B3. CAC Chair Katz approved the request. Mr. Carroll introduced the item and described the request for proposals (RFP) process to perform the Sewer System Management Plan (SSMP) audit, which was awarded to EEC Environmental. Joe Jenkins of EEC Environmental introduced the company and shared their background in performing similar audits. He shared the SSMP audit requirements and described the documents and data that were reviewed during the process. He noted that District staff was interviewed as part of the audit. He presented the audit findings regarding public sanitary sewer overflows (SSOs), SSO recovery percentages, preventative maintenance, and the District's SSO response plans. He described how the SSMP was implemented. He discussed the District's rehabilitation and replacement efforts for structural defects, the 2022-2023 Capital Improvement Plan, and the Fats, OR, and Grease (FOG) Control Program. He stated that the audit identified only one minor nonconformance, which was related to on -call responsibilities for SSOs occurring after-hours not being accurately reflected in the SSO Emergency Response Plan. He shared the recommended program enhancements, which included updating the storm drain maps, providing additional staff training opportunities, updating the requirements for contacting California's Office of Emergency Services (Cal OES) in the SSO Emergency Response Plan, continuing emergency bypass training for all lift stations, conducting periodic SSO simulation training, developing a standard of procedure (SOP) for interactions with the Cities of Newport Beach and Costa Mesa, continuing residential education at FOG hotspots, and updating the SSMP by June 2023. CAC Member Chora asked how many enhanced maintenance locations (EMLs) are FOG -related. Mr. Jenkins stated that there are 16 EMLs in total and about half of them are FOG -related. CAC Chair Katz inquired about siphons. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 Mr. Jenkins explained that siphons allow for pipes to run under large structures like freeways. He noted that siphons often experience debris accumulation due to a loss of gravity flow. Mr. Carroll clarified that about 20% of all EMLs are FOG -related. He stated that most EMLs are due to structural defects. He noted that it is more cost- effective to clean EMLs with structural defects than to repair. CAC Member Arbour inquired about fines related to sewer spills. Mr. Jenkins stated that the fines depend on the location and size of the spill. Discussion followed regarding the use of the SSMP. Mr. Carroll stated that the State of California will typically issue a fine for a sewer spill of 50,000 gallons or higher. He added that smaller spills must be reported but are not as likely to be fined. CAC Chair Katz commented that the SSMP audit was a very thorough report. She recommended for the new CAC members to read the summary. She asked if the previous nonconformances were addressed. Mr. Jenkins confirmed that that all previous nonconformances were addressed by the District. CAC Chair Katz asked if this report will be available on the District's website. Mr. Carroll stated that the audit report is not available on the website but can be found in BoardDocs. He shared that the SSMP is on the website. There was no further discussion. Action, Discussion: 3. Discuss Proposed Roll -Out Plan for 3-cart system for compliance with SB 1383 Recommendation: That the Citizens Advisory Committee tables this item to the Committee's March 8, 2023 meeting. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 Mr. Carroll stated that there is currently no roll -out plan for the 3-cart system. He noted that the Board has not approved CR&R's contract amendment yet. He added that this item was included on the agenda because it is part of the CAC's workplan. He stated that it will be brought back in March 2023 for discussion. Discussion followed regarding 35-gallon carts, CR&R's knock -and -talks, and tracking missed trash pickups. Mr. Carroll stated that the contract amendment includes access to CR&R's geographic information systems (GIS). Discussion followed regarding GIS access. CAC Chair Katz asked if CR&R has completed the cart inventory audit. Mr. Carroll stated that the audit has been completed, but the District is waiting for the final report. There was no further discussion. Action, Discussion: 4. Provide Continents and Suggestions Regarding Methods for Engaging Traditionally Hard to Reach Populations Recommendation: That the Citizens Advisory Committee provide direction to staff. Mr. Carroll discussed identifying hard to reach populations using 2020 Census data. He shared maps displaying tracts with lower median income. He stated that the tract demographics include renters, low-income households, and Hispanic residents. He added that the data supports focusing on the west side due to income disparity, language barriers, and high -turnover residents. He noted that the trash contamination levels on the west side are low and suggested focusing on areas with higher contamination levels. He discussed the District's current outreach methods: bilingual quarterly newsletters, social media including NextDoor, trash cart hangers, and special events. He asked the CAC for suggestions and feedback on this item. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 CAC Member Chora recommended increasing communication throughout the District's service area with an emphasis on the areas with high contamination levels. She suggested analyzing engagement with the different populations within the District. She also recommended providing information to the senior citizen, immigrant, and non-English speaking communities at places such as the Donald Dugan Library and Mexican grocery markets. She discussed collaborating with the City of Costa Mesa and suggested providing kitchen pails and bilingual information at their upcoming Dump Day event. CAC Member Watson recommended hosting meetings at elementary schools and utilizing their multi -purpose rooms. Mr. Carroll discussed the City/Districts Liaison Committee meetings, which occur every three months, and collaborating with the Newport -Mesa Unified School District (NMUSD). CAC Member Gielow expressed support for CAC Member Watson's suggestions. CAC Member Brenneman inquired about the overall goal of connecting with these populations. She asked if the District is trying to attain a 0% contamination level. She noted that the upcoming 3-cart roll -out may create more confusion about sorting waste. Mr. Carroll stated that 0% contamination is not viable. He stated that the District is aiming for 10% contamination or less and that the overall goal is to change people's recycling behaviors. CAC Member Brenneman expressed support for CAC Member Chora's suggestions for increasing the District's education efforts and including bilingual information. President Scheafer expressed support for increasing recycling education for elementary students. He stated that the youth will help create the necessary change for reaching the District's goals. He discussed areas with high rental populations and multifamily properties that are not serviced by the District. COSTA MESA SANITARY DISTRICT PAGE H MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 He added that the City of Costa Mesa needs to help with the District's educational efforts. Vice President Schafer shared that, in the past, the District offered recycling presentations and distributed flyers at local middle schools. She expressed support for discussing this item at the upcoming City/Districts Liaison Committee meeting. CAC Chair Katz suggested researching the science curriculum of the elementary schools. She asked when schools will be implementing the 3-cart system and suggested aligning the District's message with that roll -out. CAC Member Watson shared that her local high school has started a can recycling program. She added that schools have assemblies that are usually centered around a specific topic. CAC Member Chora discussed working with environmental clubs at high schools and food waste recovery programs. CAC Member Tou inquired about the available resources to implement the suggested ideas. He asked if District staff will be working on an outreach plan. Mr. Carroll shared that Management Analyst I, Nabila Guzman, will be working on a plan to implement the suggestions. He noted that resources are limited, but the District will do its best to reach and engage with its customers. CAC Member Tou asked if the District will distribute an RFP for outreach assistance. Mr. Carroll stated that the District's communications consultant, Tripepi Smith, helps with public outreach efforts. CAC Chair Katz commented on the 2020 Census maps. She suggested offering a Spanish version of the knock -and -talks. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANDARY 11, 2023 Mr. Carroll stated that Ms. Guzman is bilingual in English and Spanish but may not have enough time to perform the outreach herself. He noted that he will contact CR&R regarding a bilingual outreach assistant. Discussion followed regarding the upcoming City/Districts Liaison Committee meeting. CAC Member Tou asked how many residents on the west side are District trash customers. Mr. Carroll stated that he does not have that information currently. CAC Member Tou expressed support for encouraging the City of Costa Mesa to share their outreach plan. CAC Member Gielow expressed support for educating all local students regardless of where they live. Discussion followed regarding the 2020 Census maps. There was no further discussion. Action, Receive and File: 5. Receive and File the Popular Annual Financial Report (PAFR) for the Year Ended June 30, 2022. Recommendation: That the Citizens Advisory Committee receive and file the Popular Annual Financial Report (PAFR) for the Year Ended June 30, 2022. Mr. Carroll explained the purpose of the Popular Annual Financial Report (PAFR). He stated that the PAFR is a simplified financial report that is a condensed version of the Annual Comprehensive Financial Report (ACFR). He noted that very few agencies create a PAFR. He highlighted that it is valuable for transparency purposes. He stated that all financial reports are available on the District's website. He shared that the District received the Triple Crown Award from the Government Finance Officers Association (GFOA). CAC Chair Katz expressed recognition for the District's Finance Department and for the PAFR. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 There was no further discussion, and the report was received. C. CLOSING ITEMS Procedural: 1. Committee Member Comments CAC Member Brenneman commented on the District's Large Item Collection program. She asked if there is any opportunity to offer a citywide large item pickup event. Mr. Carroll stated that he can bring that suggestion to the Board. He shared that the past citywide events led to an increase in scavenging. President Scheafer shared his reluctance to a citywide event due to scavenging. Discussion followed regarding scavenging for large items and neighborhood watch programs. CAC Member Chora commented that there is no harm if large items that are left for pickup are taken by a person in need. She noted that they are still being diverted from the landfill. Vice President Schafer shared that residents in the College Park neighborhood often place unneeded items curbside for others to pick up. Discussion followed regarding the City of Costa Mesa's Dump Day event on January 14 and CR&R's Large Item Collection program. CAC Chair Katz thanked CAC members for volunteering for the Eco Expo and participating in the awareness videos. She stated that applications are currently being accepted for the next CAC term. She commented that the District's Christmas Tree Collection was more successful this year than the last couple of years. There was no further discussion. Procedural: 2. Board/Staff Comments COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD JANUARY 11, 2023 No discussion. Procedural: 3. Adjournment CAC Chair Katz adjourned the meeting at 7:30 p.m. and stated that the next CAC meeting is scheduled for March 8, 2023. Elodie Katz Citizens Advisory Committee Chair