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Minutes - Board - 2023-08-08COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION AUGUST 8, 2023 Members present Arlene Schafer, Bob Ooten, Brett Eckles, Mike Scheafer Members absent Art Perry Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public Information Officer), Gina Terraneo (Management Analyst II), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), David Griffin (Code Enforcement Officer), Lieu Tran (Senior Accountant), Marissa Pereyda (Management Analyst II) Others present Jennifer Nentwig, Tripepi Smith Jim Mosher, District resident Mike Carey, CR&R representative Patricia Kishi, member of the public Meeting called to order at 8:00 A.M. A. OPENING ITEMS 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 bylaw.) President Scheafer called the meeting to order at 8:00 A.M. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2023 District Clerk & Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Vice Secretary Ooten, and Director Eckles were present while Secretary Perry was not present. 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 July 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 stated that he encountered eight scavengers and described the locations and nature of the encounters. President Scheafer shared an instance of scavenging near his residence. He commended Mr. Griffin for sharing a map of the scavenging locations. Vice President Schafer asked if the District has received complaints about the new CR&R truck and its squeaky brakes. She shared that she received complaints about that issue from residences in the College Park neighborhood. Mr. Griffin stated that he has not received any complaints about that issue. CR&R representative, Mike Carey, confirmed that CR&R has received those complaints. Discussion followed regarding a scavenger who received a citation from the District. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2023 Vice Secretary Ooten suggested informing customers that they can recycle their items at the Orange Coast College (OCC) Recycling Center to deter scavengers. Mr. Griffin discussed trash carts in public view. President Scheafer discussed trash services at the Orange County (OC) Fair. He suggested sending the OC Fair and Event Center's Board of Directors a letter commending their recycling efforts. He inquired about waste issues associated with cannabis dispensaries. Mr. Carroll stated that cannabis dispensaries may be required to obtain a sewer permit. Discussion followed regarding a local trash cart washing business. There was no further discussion, and the report was received. Action, Receive and File: 2. Receive and File Door -to -Door HHW Collection Program Report Recommendation: That the Board of Directors receive and file this report. Management Analyst II, Marissa Pereyda, presented report details. She discussed the history of the District's Household Hazardous Waste (HHW) Program. She shared that the OCC Recycling Center discontinued their fluorescent bulb and battery recycling program as of June 30, 2021. She reviewed the District's HWW program metrics and noted that District staff will continue to monitor emerging program trends. Vice Secretary Ooten requested more data regarding the decrease in collected tonnage by OCC Recycling Center's fluorescent bulb and battery recycling program. Mr. Carey stated that the OCC Recycling Center was closed during the COVID-19 pandemic for about a year and two months, which may have contributed to the decrease in hazardous waste collections. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2023 Discussion followed regarding the District's partnership with the OCC Recycling Center. Ms. Pereyda shared that Orange County residents can also drop off their hazardous waste at a county facility. There was no further discussion, and the report was received. Action, Receive and File: 3. Public Education and Outreach Presentation — Tripepi Smith Recommendation: That the Board of Directors receive and file this report. Ms. Middenway introduced the item and Jennifer Nentwig of Tripepi Smith, the District's communications consultant. Ms. Nentwig introduced the scope of Tripepi Smith's new contract with the District and provided an overview of Tripepi Smith's services and team. She discussed the goals and deliverables of the District's three -cart outreach plan, which include print outreach, enforcement tags and cart hangers, townhall meetings, bilingual social media posts, public service announcement (PSA) videos, stock photography, bilingual press releases, a new webpage, project management, and quarterly communications planning meetings. Director Eckles asked if the outreach plan's deliverables are for the upcoming year. Ms. Nentwig confirmed that those items will be completed over the next year. Director Eckles emphasized that the outreach materials should convey that the three -cart system is a result of state mandates. President Scheafer asked what constitutes as local media. Ms. Nentwig stated that local media consists of outlets such as the OC Register, Facebook groups, the Citizens Advisory Committee (CAC), and grassroots community leaders. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2023 President Scheafer asked if a PSA video could be shown on local news television stations. Ms. Nentwig stated that they can look into more broad messaging for television. President Scheafer suggested contacting local news sources and informing them about the state mandates affecting the District's trash services. Director Eckles expressed support for television marketing. Vice President Schafer shared that the City of Costa Mesa uses channel three to share its news. Ms. Nentwig shared that Tripepi Smith has partnered with the City in the past and can work with them to draft outreach that will benefit both organizations. Vice Secretary Ooten inquired about the schedule of the outreach plan's deliverables. Mr. Carroll stated that education for the three -cart system will be ongoing and noted that Senate Bill (SB) 1383 enforcement is required to begin in 2024. Ms. Nentwig stated that the schedule of the plan's deliverables is based on meeting production deadlines. Ms. Middenway stated that the outreach plan's schedule is built around the October 2024 three -cart rollout. Director Eckles stated that the District's message should emphasize to its trash customers that the three -cart system abides by the state's mandates while saving them money and time. There was no further discussion, and the report was received. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD AUGUST 8, 2023 D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments President Scheafer provided an update on the recent City/District's Liaison Committee meeting. He shared that the August Board meeting has been moved up one week to August 21, 2023 due to the California Special Districts Association (CSDA) conference. Vice President Schafer commented that the CSDA conference will have multiple workshops, which the Board members can attend to earn credits for the District. She shared that she will be involved in one of the workshops for the Independent Special Districts of Orange County (ISDOC). There were no additional comments. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 8:49 A.M. R Art Perry Secretary Mike Scheaf President