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Minutes - CAC - 2023-03-08COSTA MESA SANITARY DISTRICT MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING MARCH 08, 2023 CAC Members present Cindy Brenneman, Rosemarie Chora, Dickie Fernandez, Dean Fisher, Elodie Katz, Sue Lester, Michael Tou, Annette Watson CAC Members absent Jeff Arbour, Daniel Baume, Judy Gielow Board Members present 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 None Meeting called to order at 6:02 P.M. A. OPENING ITEMS Procedural: 1. Call to Order Citizens Advisory Committee (CAC) Chair Katz called the meeting to order at 6:02 p.m. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 Procedural: 2. Roll Call District Clerk & Public Information Officer, Noelani Middenway, conducted roll call. She noted that CAC Members Brenneman, Chora, Fernandez, Fisher, Katz, Lester, Tou, and Watson were present, while CAC Members Arbour, Baume, and Gielow 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 January 11, 2023 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 January 11, 2023 as presented. Motion by Michael Tou, seconded by Dean Fisher. Final Resolution: Motion carries 6-0-2-3 Ayes: Cindy Brenneman, Rosemarie Chora, Dean Fisher, Elodie Katz, Michael Tou, Annette Watson No: None Abstain: Sue Lester, Dickie Fernandez Not Present: Jeff Arbour, Daniel Baume, Judy Gielow There was no discussion. Action, Receive and File: 2. Determine the Feasibility and Provide Recommendation Regarding of a Biomass Conversion Project COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 Recommendation: That the Citizens Advisory Committee receives and files this report. General Manager, Scott Carroll, presented report details. He stated that the project would result in significant increases in trash rates. He noted that the current costs for biomass conversion outweigh the expected benefits. He added that the District may reevaluate this technology if CalRecycle amends their guidelines to allow for higher diversion credit from biomass conversion. CAC Member Tou asked who proposed the idea for biomass conversion. Mr. Carroll stated that CR&R proposed this option. CAC Member Tou asked how much trash rates would increase to implement this technology. Mr. Carroll stated that he does not know the exact dollar amount, but it would have a significant impact. CAC Chair Katz asked how this technology would divert plastic waste. Mr. Carroll stated that the process depends on the type of converter. CAC Chair Katz asked if this option would replace CR&R's organic conversion process at its Anaerobic Digestion (AD) Facility. Mr. Carroll stated that biomass conversion would supplement CR&R's AD operations. President Scheafer asked if the South Coast Air Quality Management District (AQMD) has provided regulations for biomass conversion technology. Mr. Carroll stated that the air quality district overseeing San Bernardino supports this program. There was no further discussion, and the report was received. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE CrnzENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 Action, Receive and File: 3. Receive and File 2022 Annual Performance Measurement Report Recommendation: That the Citizens Advisory Committee receives and files this report. Mr. Carroll provided an overview of the Performance Measurement Program and presented the 2022 Annual Performance Measurement Report. He shared highlights of the report's data pertaining to sanitary sewer overflows (SSOs) and staffing. He discussed inflow/infiltration (I/I) in the sewer system, the District's experience modification (EMOD) rate, and CR&R's service levels. CAC Vice Chair Lester asked how many days are factored into the District's EMOD rate. She explained industry standards within human resources and inquired about the District's safety program. Mr. Carroll stated that Administrative Services Manager, Dyana Bojarski, manages the District's safety program, risk management, and safety committee. He noted that the injuries experienced by staff are highly avoidable. CAC Vice Chair Lester asked if the District awards employees for being safe. Mr. Carroll shared that one person from District staff is recognized each month for working safely. CAC Vice Chair Lester recommended awarding District staff for having no safety incidents with a staff lunch. She noted that issues may arise with insurance providers and workers' compensation adjusters approving work returns. Mr. Carroll stated that the District's insurance provider is the Special Districts Risk Management Authority (SDRMA) and shared that President Scheafer is an SDRMA Board member. President Scheafer commented that SDRMA contracts with a third -party administrator who handles workers' compensation claims. He provided details of the claims process. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 CAC Chair Katz asked if the performance measurements report is available on the District's website. Mr. Carroll confirmed that this report and previous reports are posted on the District's Transparency webpage. CAC Member Chora asked when the next EMOD rate will be available. Mr. Carroll stated that it will be available next year. CAC Chair Katz inquired about the SSO incident on 19th Street that occurred on August 8, 2022. District Engineer, Mark Esquer, described the incident and noted that it was a grease related SSO that reached the storm drains. CAC Member Chora asked if a cost recovery is issued for private spills. Mr. Carroll confirmed that property owners are invoiced for private SSOs. CAC Chair Katz asked how the District reduces inflow and infiltration (I/I). Mr. Esquer shared that District staff plugs and seals key manholes in areas prone to flooding. He shared that the District recently performed work with the Orange County Fairgrounds to reduce I/I. He added that the District is focusing on issues near the Indus Pump Station that are impacting I/I levels. There was no further discussion, and the report was received. Action, Receive and File: 4. Receive and File Capital Improvement Plan Update Recommendation: That the Citizens Advisory Committee receives and files this report. Mr. Esquer provided report details. He discussed Project #324 Brick Manhole Rehab Project. He shared that the District's landscaping project has a pre -bid meeting next week. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 CAC Member Ferndndez inquired about the methods used for the Brick Manhole Rehab Project. Mr. Esquer stated that a fiberglass reinforced liner was used for the project. CAC Member Ferndndez inquired about the Calcium Removal Phase 1 Project. Mr. Esquer stated that a chain flail spinner was used to remove calcium deposits. He noted that the method was successful and will be used to clean more 8-inch pipes. He stated that the calcium deposits may be related to groundwater in the clay pipes. He proposed that the District will be cleaning about 150,000 feet per year for the next three years to remove all calcium deposits. CAC Member Tou asked about a timeline for Project #309 City Manhole Project. Mr. Esquer stated that there is no timeline and described the project's challenges and plans. He noted that there have been no additional costs due to the project delays. There was no further discussion, and the report was received. Action, Discussion: 4. Discuss Proposed Roll -Out for 3-cart system for compliance with SB 1383 Recommendation: That the Citizens Advisory Committee provide comments and feedback. Mr. Carroll introduced the item. Management Analyst II, Gina Terraneo, provided report details. She discussed the goals, distribution strategies, budget, timeline, and performance measures of the communications plan. CAC Member Tou stated that he can assist the District with the three -cart rollout by sending out e-alerts. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 CAC Member Chora inquired about the two trash cart tags/hangers. Ms. Terraneo stated that the District will be working collaboratively with CR&R to develop outreach materials regarding source separation. She noted that the cart tags/hangers will also be used to address cart contamination and other specific issues. CAC Member Chora stated that customers who do not have social media will receive a limited amount of outreach education. She asked if the cart lids will have labels detailing how to separate waste. Mr. Carroll confirmed that the trash carts lids will have informational stickers. President Scheafer shared that CR&R will be placing a sticker on the recycling carts informing customers to break down their cardboard boxes. CAC Member Chora asked how often the District is requesting proposals for outreach assistance. Mr. Carroll stated that the District performed a request for proposals (RFP) three years ago for assistance with public outreach. He noted that, according to the Operations Code, the District's contract period with vendors is five years. Discussion followed regarding the three -cart system. CAC Chair Katz asked if CR&R will be performing the knock -and -talks for the District. Mr. Carroll confirmed that CR&R will be performing that outreach. Discussion followed regarding public outreach with the local schools. Ms. Terraneo stated that the District will be distributing flyers through Peachjar. Discussion followed regarding cart lid issues. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 CAC Vice Chair Lester recognized the District for their Senate Bill 1383 discussion points at the recent City/Districts Liaison Committee meeting. CAC Chair Katz asked if the plan's outreach will be covered by the CalRecycle grant. Mr. Carroll stated that some of the grant's funds will be used for the communication plan. He noted that the grant ends next year. CAC Member Watson inquired about program compliance. Mr. Carroll explained that customers who do not properly sort their waste will be fined for contamination. He stated that the District will provide education materials and multiple warning notices prior to issuing fines. CAC Member Chora suggested promoting a source separation system within a home so that it is easier for customers to dispose of their waste in the proper cart. Ms. Terraneo stated that the District will be making new outreach videos demonstrating how to properly sort waste. There was no further discussion. C. CLOSING ITEMS Procedural: 1. Committee Member Comments CAC Chair Katz mentioned that tonight's meeting is the last meeting of the 2021-2023 term. She encouraged members to reapply for the committee. She inquired about CAC term limits. Mr. Carroll thanked the 2021-2023 CAC members for their service and contributions. He stated that District staff is drafting a policy to revise the CAC term limits. CAC Vice Chair Lester commented that CAC term limits were previously discussed at a Board meeting two years ago. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 Mr. Carroll clarified that the CAC Handbook needs to be revised and approved by the Board. CAC Vice Chair Lester commented that the District does not have term limits for Board members. CAC Chair Katz stated that it has been a pleasure to serve on the CAC. There was no further discussion. Procedural: 2. Board/Staff Comments President Scheafer commented that he has requested a joint meeting between the Board and the CAC to review discussion topics. Mr. Esquer shared that District staff is available to provide facility tours for the CAC. Ms. Terraneo shared that the District's new kitchen pails are available for CAC members. Vice President Schafer commented on the three -cart system. She expressed support for a joint meeting between the Board and CAC. CAC Chair Katz thanked President Scheafer and Vice President Schafer for attending CAC meetings. CAC Chair Lester recognized the CAC, Board, and District staff for their hard work and input. No discussion. Procedural: 3. Adjournment CAC Chair Katz adjourned the meeting at 7:07 p.m. and stated that the next CAC meeting is scheduled for May 10, 2023. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE CITIZENS ADVISORY COMMITTEE MEETING HELD MARCH 08, 2023 Elodie Katz Citizens Advisory Committee Chair