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Minutes - Board - 2023-07-11COSTA MESA SANITARY DISTRICT Mm ms OF BOARD OF DIRECTORS STUDY SESSION JDI.Y 11, 2023 Members present Art Perry, Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer Members absent None Staffpresent Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Gina Terraneo (Management Analyst II), Steve Cano (Wastewater Maintenance Superintendent), Mark Esquer (District Engineer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), David Griffin (Code Enforcement Officer), Lieu Tran (Senior Accountant), Angela Colunga (Administrative Assistant I) Others present None Meeting called to order at 8:00 A.M. A. OPENING PPEMS Procedural: 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.) President Scheafer called the meeting to order at 8:00 A.M. District Clerk & Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 11, 2023 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. Receive and File June 2023 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, David Griffin, presented report details. He noted that there were 3 instances of scavenging detected in June on Hamilton St., Santa Ana Ave., and Presidio Dr. He reported that there were 202 warning notices issued to residential properties for trash carts in public view. President Scheafer inquired about a recent incident regarding heavy trash carts. Discussion followed regarding the weight of trash carts. Director Eckles inquired about the number of warning notices for trash carts in public view. Mr. Griffin shared that he is now working full-time as the District's Code Enforcement Officer, which has contributed to the higher number of notices. There was no further discussion, and the report was received. Action, Receive and File: 2. Sewer SmartCovers Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, introduced the SmartCovers program. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 11, 2023 Wastewater Maintenance Superintendent, Steve Cano, provided more details regarding the SmartCovers program and their locations. He displayed the online monitoring system and explained the various icons depicting the status of assets. He noted that the SmartCovers are tested regularly and monitored by satellite. President Scheafer inquired about a "high-level alarm." Mr. Cano stated that a high-level alarm means that water has reached an indicated level and staff are notified. Discussion followed regarding program components including hardware, maintenance, and cost. There was no further discussion, and the report was received. Action, Receive and File: 3. Receive and File Public Outreach Overview and Social Media Metrics Recommendation: That the Board of Directors receive and file this report. Mr. Carroll introduced the item. Administrative Assistant I, Angela Colunga, presented the District's social media platforms and primary purposes. She noted that the District's social media following has grown annually and shared some reoccurring social media outreach topics. She discussed District mailers that have been distributed this year, described the District's quarterly newsletter, and highlighted the Sustainability Star Program. She also highlighted the District's Senate Bill (SB) 1383 awareness videos and discussed email marketing. She provided an overview of communications -related performance metrics and shared upcoming community events and details of the District's three -cart outreach plan. Vice President Schafer commented that it is beneficial to have kitchen pails available at community events. She inquired about the District's NextDoor account. Discussion followed regarding how the District utilizes NextDoor. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 11, 2023 Vice President Schafer expressed recognition for the recent edition of the District newsletter. Discussion followed regarding social media performance metrics. Director Eckles inquired about the District's following on Facebook and how it can be enhanced. Ms. Colunga shared that the SB 1383 videos increased the number of GoCMSD subscribers, which translated to an increased number of service requests. Secretary Perry asked about the types of giveaways that will be available at the District's booth at the Concerts in the Park event. Ms. Middenway stated that the District will have grocery bags, grease trappers, and reusable straws available. Discussion followed regarding TikTok. There was no further discussion, and the report was received. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Vice Secretary Ooten suggested public outreach related to trash cart enforcement. He also inquired about emergency messaging. Management Analyst II, Gina Terraneo, stated that the District utilizes AlertOC to notify residents of emergencies. Secretary Perry inquired about the District's ordinance regarding trash carts in public view. Mr. Carroll stated that the topic will be discussed at a future Board meeting. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JULY 11, 2023 Secretary Perry asked if the District has used the City of Costa Mesa's Costa Mesa Minute platform to share information. Mr. Carroll confirmed that the District has utilized that form of outreach. President Scheafer thanked Mr. Carroll, Vice Secretary Ooten, Vice President Schafer, and District Engineer, Mark Esquer, for attending the Orange County Sanitation District's (OCSD) Honor Walk Ceremony, which recognized former Board Director Jim Ferryman. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 8:44 A.M. '�00 Art Perry Secretary MI e Scheaf President