Minutes - Board - 2023-10-10COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
OCTOBER 10, 2023
Members present
Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk and Public
Information Officer), Marissa Pereyda (Management Analyst II), Lieu Tran
(Senior Accountant), Dyana Bojarski (Administrative Services Manager),
Stephanie Reveles (Administrative Assistant I)
Others present
Adam Probolsky, Probolsky Research
Rhoda Pfum
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 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, and Vice
Secretary Ooten were present, while Director Eckles was not present at this
time.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 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. Introduce New CMSD Employee, Stephanie
Reveles, Administrative Assistant I
Recommendation: That the Board of Directors receive and file this report.
Administrative Services Manager, Dyana Bojarski, introduced the District's
newest employee, Stephanie Reveles, to the Board and shared her past
work experience.
Discussion followed regarding Ms. Reveles' role in the Engineering
Department.
The Board welcomed Ms. Reveles.
There was no further discussion, and the report was received.
Action, Receive and File: 3. Receive and File September 2023 Code
Enforcement Office Report
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll introduced the item and welcomed any questions regarding the
report.
There was no discussion, and the report was received.
Action, Receive and File: 4. List of CMSD Contributions for the Past Five Years
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll presented report details.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 2023
Discussion followed regarding the District's policy on loaning generators
for public events.
Mr. Carroll stated that he does not recommend changing the District's
insurance requirements for loaning their generators.
President Scheafer expressed support for Mr. Carroll's recommendation as
generators are a potential source of injury and liability. He inquired about
changing the District's contribution requirements.
Vice Secretary Ooten suggested creating a list of requirements that
applicants must meet in order to receive specific donation amounts.
President Scheafer recommended requiring applicants to share how the
District's donation will be utilized.
Mr. Carroll stated that the donation must be used to help carry out the
District's organizational mission.
Secretary Perry stated that many applicants do not submit their
contribution application in a timely manner. He recommended
implementing a submission deadline so that the Board has sufficient time
to research the applicant or event.
Mr. Carroll stated that District staff will present a draft application with the
suggested revisions to the Board.
President Scheafer expressed support for the District's donation and
involvement with Love Costa Mesa Day and the Costa Mesa Foundation's
Concerts in the Park.
Vice President Schafer expressed support for implementing a submission
deadline.
There was no further discussion.
Action, Receive and File: 5. Trash Carts on Placentia Avenue
Recommendation: That the Board of Directors receive and file this report.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 2023
Mr. Carroll presented report details. He shared that, under the three -cart
system, the District will be removing and replacing one trash cart with a
blue recycling cart.
Discussion followed regarding the daily traffic congestion on Placentia
Avenue and its impact on trash service.
There was no further discussion, and the report was received.
Action: 2. Provide Feedback and Input for the 2023 Community Survey
Recommendation: That the Board of Directors provide feedback and input for the
2023 Community Survey.
General Manager, Scott Carroll, requested to postpone Item C2 until
Director Eckles arrived.
Director Eckles entered the meeting at 8:18 a.m.
Management Analyst II, Marissa Pereyda, provided a presentation on the
proposed 2023 Community Survey. She stated that the purpose of the
survey is to assess awareness, satisfaction with CR&R and District services
and programs and support for the three -cart system, receptiveness to
adding a second collection day, and customers' preference for receiving
communications from the District. She noted that the survey will take 20
minutes to complete.
Secretary Perry requested to add survey questions about cart storage and
quantity.
Vice Secretary Ooten stated that only a few streets may need a second
collection day. He suggested including an explanation of Senate Bill (SB)
1383 in the survey. He stated that the survey should be an opportunity to
educate the public about SB 1383 and the three -cart system. He suggested
including more questions regarding wastewater rates.
Discussion followed regarding a second collection day for select areas.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 2023
Vice President Schafer recommended emphasizing the importance of SB
1383.
Director Eckles stated that the survey questions regarding greenhouse
gases, costs, and demographics should be revised or removed since that
information will not affect service rates.
Discussion followed regarding the success rate of phone surveys.
Director Eckles emphasized that the survey should convey that CR&R is a
separate entity from the District.
Ms. Pereyda inquired about demographic data.
Adam Probolsky of Probolsky Research explained the importance of
collecting demographic data and how it can influence District
communications and outreach.
Discussion followed regarding consumer files, demographic survey
questions, and survey methodology.
President Scheafer stated that respondents may exaggerate their
satisfaction levels if they know the survey is for a government agency.
Mr. Probolsky stated that Probolsky Research has methods to mitigate the
issue of respondents submitting answers influenced by their general
dislike for government.
Discussion followed regarding assessing customers' satisfaction levels.
Vice Secretary Ooten asked if the District has any additional methods for
assessing its public outreach efforts amongst the various demographics.
Ms. Pereyda stated that the survey will help identify how the various
demographics are receiving District information.
Vice Secretary Ooten asked if the District is capable of assessing its video
campaigns.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 2023
Ms. Pereyda confirmed that the District is able to capture video campaign
data.
Vice Secretary Ooten recommended emphasizing the proper methods for
sorting waste, specifically food waste.
Mr. Probolsky stated that the survey has two questions regarding
communications.
Director Eckles suggested asking respondents where they receive their
news information and including TikTok as a survey response.
Discussion followed regarding the survey's timeline.
Director Eckles requested that the Board have another opportunity to
review the survey prior to its finalization.
There was no further discussion.
D. CLOSING ITEMS
Procedural: 1.Oral Communications and Director Comments
Vice President Schafer expressed recognition for the fall issue of the
District's Living Green newsletter.
President Scheafer shared that his neighbors have expressed much interest
in the three -cart system.
Director Eckles apologized for arriving late. He shared that he attended the
Newport Mesa Unified School District's (NMUSD) State of the Schools and
stated that NMUSD is in great standing.
President Scheafer inquired about the upcoming City/Districts Liaison
Committee meeting.
Ms. Middenway stated that the meeting will be hosted by the Mesa Water
District.
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD OCTOBER 10, 2023
There were no additional comments.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 9:02 A.M.
Art Perry ike Schea er
Secretary President