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2023_11_08_cacWednesday, November 8, 2023 Citizens Advisory Committee Time: 6:00 p.m. Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626 *** The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will be made available at the start of the meeting) or by visiting www.youtube.com/CostaMesaSanitary. *** To participate in the meeting by computer: 1. Copy and past the following into your browser - https://us02web.zoom.us/join 2. Enter the Meeting ID number - 885 8027 5211 3. Click "Join." *** To join the meeting with a mobile device: 1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for Apple devices) 2. Open the Zoom app. Select "Join a Meeting." 3. Enter Zoom Meeting ID. Select "Join Meeting." *** To join the meeting by phone: 1. Call 1-669-900-6833. 2. You will be asked to enter the Meeting ID number. Dial 885 8027 5211# 3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this step. *** Public Comments: Members of the public can submit any comments in real time during the meeting or prior to the meeting in writing for the Board of Directors' consideration by sending them to the District Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the meeting. *** Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained from the District Clerk's Office. *** In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). A. OPENING ITEMS Subject :1. Call to Order Meeting :Nov 8, 2023 - Citizens Advisory Committee Type : A. OPENING ITEMS Subject :2. Roll Call Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Procedural Public Content Member Position Term Sue Lester Chair 2023-25 Michael Tou Vice Chair 2022-24 Annette Watson Member 2022-24 Cindy Brenneman Member 2023-25 Daniel Baume Member 2022-24 Dean Fisher Member 2022-24 Dickie Fernandez Member 2022-24 Jeff Arbour Member 2023-25 Rosemarie Chora Member 2022-24 FrancescaNormington Member 2023-25 A. OPENING ITEMS Subject :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). Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Procedural Public Content B. ITEM Subject :1. Approve the Citizens Advisory Committee Meeting Minutes of September 13, 2023 Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Action,Receive and File Recommended Action :That the Citizens Advisory Committee approves the meeting minutes as presented. Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: November 8, 2023 Subject: Approve the Citizens Advisory Committee Meeting Minutes ofSeptember 13, 2023 Summary The recorded minutes of the September 13, 2023 Citizens Advisory Committee Meetingare hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting onSeptember 13, 2023. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutesis an administrative matter and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures to list those specific activities which fall within each of the exempt classes, and the District has adopted CEQA Guidelines and Implementing Procedures that state on page 6 Projects does not include . C. Continuing administrative or maintenance activities. Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 8, 2023 Citizens Advisory Committee Meetingat District Headquarters and posted on the Districts website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2023_09_13_cac.pdf (86 KB) Motion & Voting B. ITEM Subject :2. Receive and File Waste Composition Studies #3, #4, #5 and #6 from Michael Balliet Consulting Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Receive and File Public Content To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Marissa Pereyda, Management Analyst II Date: November 8, 2023 Subject:Receive and File Waste Composition Studies #3, #4, #5 and #6 from Michael Balliet Consulting Summary Michael Balliet Consulting (MBC) performed two waste composition studies (#3 and #4) on August 10, 2023, and two waste composition studies (#5 and #6) on October 5, 2023, to determine the amount of organic waste contamination in mixed waste collection. This report and the four attached waste composition studies describe MBC's findings. Recommendation That the Citizens Advisory Committee receive and file Waste Composition Studies #3, #4, #5 and #6 from Michael Balliet Consulting. Analysis The District contracts with Michael Balliet Consulting for franchise hauler compliance, SB 1383 and related regulatory compliance, and quarterly waste composition studies. Waste composition studies consist of sorting, weighing and categorizing a random sample from a waste collection route for the purpose of determining contamination levels and identifying the need for education and outreach. Waste Composition Study #3 reviewed a mixed waste collection route from the Mesa Verde area, generally bounded by Adams Avenue to the north, Swan Drive and Tanager Drive to the south, Sandpiper Drive to the west, and Starbird Drive to the east. A total of 235.60 pounds of mixed waste was sorted into six material types. The material types and their respective weights and percentage of total sample are included below. MATERIAL TYPE POUNDS PERCENTAGE Green Waste (Prohibited Container Contaminant)35.9 15.24% Food Waste (Prohibited Container Contaminant)8.2 3.48% Total Prohibited Container Contaminants 44.1 18.72% Paper & Cardboard (Dry)18.9 8.02% Other Recyclables (Plastic, Metal & Glass)23.9 10.14% Paper & Cardboard (Wet, Non-Recyclable)12.2 5.18% Total Recyclable Materials 55 23.34% Trash 136.5 57.94% Total Trash 136.5 57.94% Waste Composition Study #4 reviewed a mixed waste collection route from the Mesa Verde area, generally bounded by Gisler Avenue to the north, Adams Avenue to the south, Europa Drive to the west, and Mesa Verde Drive East and Bermuda Drive to the east. A total of 216 pounds of mixed waste was sorted into six material types. The material types and their respective weights and percentage of total sample are included below. MATERIAL TYPE POUNDS PERCENTAGE Green Waste (Prohibited Container Contaminant)11.2 5.19% Food Waste (Prohibited Container Contaminant)26.6 12.31% Total Prohibited Container Contaminants 37.8 17.50% Paper & Cardboard (Dry)20.3 9.40% Other Recyclables (Plastic, Metal & Glass)23.8 11.02% Paper & Cardboard (Wet, Non-Recyclable)12.2 5.65% Total Recyclable Materials 56.3 26.07% Trash 121.9 56.44% Total Trash 121.9 56.44% Waste Composition Study #5 reviewed a mixed waste collection route from the Mesa Verde area, immediately west of Harbor Boulevard on either side of Baker Street to Mesa Verde Drive East, combined with a portion of the East Side area bordered by Santa Ana Avenue, Monte Vista Avenue, Irvine Avenue, and Santa Ana Avenue. A total of 243.30 pounds of mixed waste was sorted into six material types. The material types and their respective weights and percentage of total sample are included below. MATERIAL TYPE POUNDS PERCENTAGE Green Waste (Prohibited Container Contaminant)10.8 4.44% Food Waste (Prohibited Container Contaminant)21.8 8.96% Total Prohibited Container Contaminants 32.6 13.40% Paper & Cardboard (Dry)48.9 20.10% Other Recyclables (Plastic, Metal & Glass)22.5 9.25% Paper & Cardboard (Wet, Non-Recyclable)18.6 7.64% Total Recyclable Materials 90 36.99% Trash 120.7 49.61% Total Trash 120.7 49.61% Waste Composition Study #6 reviewed a mixed waste collection route primarily from the Mesa Verde area west of Harbor Boulevard and immediately north and south of Adams Avenue. A total of 220.80 pounds of mixed waste was sorted into six material types. The material types and their respective weights and percentage of total sample are included below. MATERIAL TYPE POUNDS PERCENTAGE Green Waste (Prohibited Container Contaminant)3.0 1.36% Food Waste (Prohibited Container Contaminant)20.2 9.15% Total Prohibited Container Contaminants 23.2 10.51% Paper & Cardboard (Dry)26.4 11.96% Other Recyclables (Plastic, Metal & Glass)14.3 6.48% Paper & Cardboard (Wet, Non-Recyclable)10.2 4.62% Total Recyclable Materials 50.9 23.05% Trash 146.7 66.44% Total Trash 146.7 66.44% The table below highlights contamination levels across the four studies. MATERIAL TYPE STUDY #3 STUDY #4 STUDY #5 STUDY #6 Green Waste (Prohibited Container Contaminant)15.24%5.19%4.44%1.36% Food Waste (Prohibited Container Contaminant)3.48%12.31%8.96%9.15% Total Prohibited Container Contaminants 18.72%17.50%13.40%10.51% Under SB 1383, green waste and food waste are considered "prohibited container contaminants." Contamination levels for Waste Composition Studies #3 - #6 ranged from 10.51% to 18.72%. The optimal level of prohibited container contaminants is 10% while 15% is considered an "acceptable" level of contamination. The mixed waste from Study #3 contained only 3.48% food waste, suggesting that these customer are doing an excellent job recycling food waste. Green waste contamination was much higher at 15.24%. This could be attributed to landscapers or residents using their mixed waste cart for green waste that will not fit in their organics container. Suggested outreach for this route will include information on additional organics containers and stress the importance of placing green waste in the correct container.While total food waste contamination levels for Study #4, #5 and #6 range from 8.96% to 12.31%, food waste recycling education is recommended to further encourage and reinforce the practice of recycling food waste. A waste composition study is arepresentative sample of the entire waste collection route. Therefore, all homes serviced on each route will receive educational material about proper sorting. In addition, outreach will advise residents that b eginning January 2024, the presence of prohibited container contaminants could result in fines if the behavior is not corrected after receiving notices from CMSD/CR&R. Staff welcomes feedback and suggestions from the CAC. Legal Review Not applicable. Environmental Review Review of waste composition studies is an administrative matter and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures "to list those specific activities which fall within each of the exempt classes," and the District has adopted "CEQA Guidelines and Implementing Procedures" that state on page 6 "Projects" does not include...C. Continuing administrative or maintenance activities. Financial Review The cost for MBC to perform each waste composition study is $2,250. These costs were budgeted in the FY 2023-24 Budget Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the November 8, 2023, Citizens Advisory Committee meeting held at 290 Paularino Avenue and posted on the District's website at www.cmsdca.gov. Alternative Actions Refer item back to staff with further instructions. B. ITEM Subject :3. Receive and File CMSD's Fats Oil Grease (FOG) Program Annual Assessment Report Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Receive and File Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 8, 2023 Subject:Receive and File CMSD Fats Oil Grease (FOG) Annual Assessment Summary The District's Fats, Oils and Grease (FOG) control program was developed to comply with the State of California's 2006 General Waste Discharge Requirements for Sanitary Sewer Systems (WDR). The program seeks to minimize the discharge of FOG into the District's sewer system and avoid sanitary sewer overflows (SSOs), which are deemed a potential health hazard tothe public. To avoid these health risks, the Districtuses an extensive outreach program to inform residents, businesses and others that do work in the Districtof the potential for SSOs if FOG is allowed to accumulate in sewer lines. Recommendation That the Citizen Advisory Committee receives the presentation from Joe Jenkins of EEC Environmental regarding the District's FOG Control Program and provide input to staff. Analysis FOG regulations are codified within the District's Operation Code, Title 6Chapter 6.07. Any person(s) in violation of this or any other ordinance is subject to enforcement as specified within the Operations Code. Significant FOGcontributors within the District are restaurants or Food Service Establishments (FSE). FSEs established after 2006 are required to install grease interceptors or grease traps, which are plumbing devices designed to intercept greaseand solids before they enter the sewersystem. FSEs are required to keep accurate maintenance records of their grease collection device and perform Best Management Practices (BMPs) for preventing FOG from entering the sewer system. The District retained EEC Environmental to enforce the District's FOG Control Program by periodically visiting FSEs to inspect their maintenance records and BMPs. Violators are given written warning from the Districtand if violations persist, the FSE could face fines and/orhave their sewer service discontinued. The District decidedFSEs established before 2006 were not required to install grease interceptors or grease traps at their establishments and were issued conditional waiver permits. However, terms of the conditional waiver permits require FSEs to practice BMPs and if FOG related SSOs are occurring at an FSE, the conditional waiver could be revoked and the District can mandate the installation of a grease interceptor or grease trap. Joe Jenkins, of EEC Environmental, will give a presentation to the Boardabout the District's FOG Control Program and their enforcement activities related to FSEs in past years. Enforcing the residential FOG Control Program is challenging because it is difficult to determine the source, especially from multi- family units. The District encourages residents to pour their used grease in compostable bags, which can then be disposed of in their organics cart. Another option for residents is to drop off their grease at Orange Coast College Recycling Center where the grease is collected by a vendor and recycled into reusable products such as candles. This option has proven to be very convenient after the holidays when many people use fryers to cook turkeys. On August 9, 2022, the Board received a FOG Control Enforcement Program Implementation Plan that consisted of measurements and goals to achieve as well as an Implementation Plan for the 2022-23 fiscal year. The following are the outcomes and actions taken to enforce the District's FOG Control Program. 2018/2019 2019/2020 2020/2021 Measurements Goal Outcome Goal Outcome Goal BMP Inspections Non Compliance Rate 10%13%10%6%10% GRE Inspection Non-Compliance Rate 10%8%10%13%10% #of FOG Rleated Public SSOs from Residential Units 0 1 0 3 0 # of FOG Related Public SSOs from FSEs 0 0 0 0 0 Goal Achieved Implementation Plan Action Taken 1 Identify FSEs that did not properly maintain their grease removal devices. Conducted Inspection of all FSEs with grease devices(428 total inspections). Identified non- compliances during inspections. 2 Identify FSEs that did not adhere to kitchen best management practices (BMPs)Conducted 562 BMP inspections of FSEs. Identifiednon-compliances during inspections. 3 Schedule follow-up inspections on FSEs that did not properly maintain their grease removal devices Prioritized follow-up inspections to be conducted shortly after compliance due date. Typically, follow-up inspections are to be completed first prior to the start of routine inspections. 4 Complete follow-up inspections on FSEs that did not properly maintain their grease removal devices Conducted 60 follow-up inspections. Achieved high compliance rate. No repeated non- compliance issues. 5 Schedule follow-up inspections on FSEs that did not adhere to kitchen BMPs Prioritized follow-up inspection to be conducted shortly after compliance due date. Typically, follow-up inspections are to be completed first prior to the start of routine inspections. 6 Complete follow-up inspections on FSEs that did not adhere to kitchen BMPs Conducted 60 follow-up inspections. Identified FSEs with multiple non-compliances. Issued enforcement letters. 7 Identify residential units contributing FOG to enhanced maintenance locations Residential enhancedmaintenance locations (EMLs) have been identified and are included in regular maintenance activities. 8 Increase public awareness to residential units contributing FOG to enhance maintenance locations Disseminated the 2022 Winter newsletter that described the "Do's" and "Don'ts" for discarding items in the organic carts, which include FOG. Created a PSA YouTube video about FOG. 9 Identify FSEs that have the greatest potential to generate and discharge FOG into the sanitary Sewer System High risk FSEs are identifiedduring inspections. These facilities are included into quarterly inspection frequency. 10 Identify FSEs in the vicinity and upstream of Enhance maintenance locations Conducted review of FOG related EMLs. Identified and prioritized for inspection all FSEs upstream of the EMLs. The following plan will be implemented in the 2023-24 fiscal year. The deadline to complete the action plan is June 30, 2024. 1. Continue efforts towards non-compliance rate of less than or equal to 10% for GRE and BMP inspections 2. Conduct enforcement activities for those FSEs that are identified as sources of FOG accumulation to minimize the impact of FOG accumulation. 3. Conduct an annual review of enhanced maintenance locations (EMLs) to ensure no new locations need to be added to the list and if existing locations have changed or not. Currently, the District has seventeen (17) EMLs. 4. Utilize FSE inspection resources to increase residential education efforts, with a focus on residences contributing to EMLs or SSOs. 5. Update the District's FOG Control Program to comply with the new Waste Discharge Requirements of the 2022 ORDER issued by the State Water Resources Control Board. Legal Review Not applicable. Environmental Review Receiving a presentation about the District's FOG Control Programis an administrative matter and is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District's CEQA Guidelines. Financial Review The annual cost to EEC Environmental is$102,950. The District budgeted$114,000for FOC Control inspections, which include inspection costs from the County of Orange Healthcare Agency. There is no cost to the District or to Orange Coast CollegefortheFOG Recycling Drop Off Program. The vendor that collects and recycles the grease is at no cost to both agencies. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the November 8,2023 Citizens Advisory Committee meetingat District Headquarters and on District's website Alternative Actions 1. Direct staff to report back with more information File Attachments Annual Assessment Report 2023.pdf (374 KB) B. ITEM Subject :4. FY 2023-24 Work Plan Update Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Receive and File Public Content To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 8, 2023 Subject:FY 2023-24 Work Plan Update Summary In the CAC FY 2023-24 Work Plan several items scheduled to be on the November 8 agenda have been postponed. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis The following items originally scheduled for tonight's meeting have been postponed for the following reasons: 1. . Request for Proposal Review proposed adjustments to fixture and plan check fees and recommend Board adoption (RFP) for qualified consulting firms is currently being developed. Results of the study will be presented to the CAC in March 2024. 2. w. Modifications to existing policy were presented to the CAC on Amend ordinance for storing trash carts in public vie September 13, 2023. The CAC inquired if the district's policy conflicts with the City of Costa Mesa's municipal code pertaining to storing trash carts in public view. Staff is still researching if a conflict exists or not. 3. The audit is not complete. Results of the Provide comments to CR&R Environmental Services annual performance audit. audit will presented to the CAC on January 10, 2024. Legal Review Not applicable. Environmental Review Receiving an update of the CAC's FY 2023-24 Work Plan is an administrative matter and is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District's CEQA Guidelines. Financial Review There are no financial impacts to the district for postponing the items identified above. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the November 8,2023 Citizens Advisory Committee meetingat District Headquarters and on District's website Alternative Actions 1. Direct staff to report back with more information C. CLOSING ITEMS Subject :1. Committee Member Comments Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Presentation Public Content C. CLOSING ITEMS Subject :2. Board/Staff Comments Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Presentation Public Content C. CLOSING ITEMS Subject :3. Adjournment Meeting :Nov 8, 2023 - Citizens Advisory Committee Type :Procedural Public Content The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, January 10, 2024 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.