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Minutes - Board - 2023-12-12COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION DECEMBER 12, 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), David Griffin (Code Enforcement Officer), Kaitlin Tran (Finance Manager), Dyana Bojarski (Administrative Services Manager), Lieu Tran (Senior Accountant), Gina Terraneo (Management Analyst II Others present Adam Probolsky, Probolsky Research Jim Mosher, District resident Michael Tou, Citizens Advisory Committee Member Mike Carey, CR&R 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, Vice Secretary Ooten, and Director Eckles were present. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12, 2023 B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. District resident, Jim Mosher, commended the District for livestreaming their meeting videos and allowing members of the public to participate remotely. He suggested correcting the video image of the Board to avoid it appearing mirrored. Hearing no additional comments, President Scheafer closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1.2023 Community Survey Results Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, introduced the item and Adam Probolsky of Probolsky Research. Mr. Probolsky presented report details and discussed survey results, key findings, and opportunities for improvement. He provided the responses for each survey question and presented the demographics of survey respondents. President Scheafer asked how customers were contacted in order to reach 1,000 respondents. Mr. Probolsky stated that about 27% of the customers who were contacted completed the survey via phone or online. He noted that the District's customer group does not exactly fit common data sets like voter registries. President Scheafer inquired about issuing a follow-up survey to those who were unsatisfied with District services. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12, 2023 Mr. Probolsky stated that his firm has conducted transaction surveys within a week of the initial survey to identify customer concerns. He noted that transaction surveys can also be conducted by the District. Director Eckles stated that respondents over 50 years old provided more positive responses than those under 40 years old. Mr. Probolsky stated that those findings are not unusual since older residents are more likely to be engaged with local governance. Discussion followed regarding outreach methods targeting a younger demographic. Director Eckles requested to review a comparison of the current and previous years' survey results. Discussion followed regarding the transition from a two -cart system to a three -cart system and attitudes toward behavior change. Vice Secretary Ooten inquired about the survey's sampling procedures and techniques for determining District customers and non -District customers. Mr. Carroll confirmed that District staff can obtain that data. Mr. Mosher commented on the survey's response rate. He commended Probolsky Research for providing the full survey report. He noted that the staff report seemed to highlight only favorable results but was glad to hear that the oral report included items requiring improvement. He commented that the survey result of 92% satisfaction with staff helpfulness is deceptive since it includes neutral responses. He recommended that the Board and District staff review the full responses included in the final report. He stated that there were no questions regarding Board governance in the survey. Mr. Probolsky commented on the accuracy of the survey's data and neutral responses. He noted that the survey included a brief introduction of the District. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12, 2023 Mr. Carroll stated that this report will be shared with the Citizens Advisory Committee. He shared that he will meet with the District's outreach team to discuss suggestions for improvement. President Scheafer suggested sharing the survey results on the District's website. Secretary Perry recommended involving CR&R in District staff s outreach discussion. Director Eckles stated that CR&R should provide their input on how to improve services. There was no further discussion, and the report was received. Action, Receive and File: 2. Receive and File Code Enforcement Office Report — November 2023 Recommendation: That the Board of Directors receive and file this report. Code Enforcement Officer, David Griffin, presented report details. He shared that he encountered four scavengers in the month of November. Vice Secretary Ooten stated that scavenging activity may increase since the Orange Coast College (OCC) Recycling Center is closed. Mr. Griffin stated that he issued 221 warning notices for trash carts in public view in the month of November. Vice President Schafer asked if Southern California Edison coordinated with CR&R regarding their temporary street closures. Mr. Griffin stated that Southern California Edison did not coordinate directly with the District, but they may have been in contact with CR&R. Discussion followed regarding the City of Costa Mesa's ordinance about trash carts in public view. There was no further discussion, and the report was received. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12, 2023 Action, Receive and File: 3. Receive and File End of Year Legislative Report Recommendation: That the Board of Directors receive and file the End of Year Legislative Report. Management Analyst II, Gina Terraneo, presented details regarding the congressional legislative report. Vice Secretary Ooten stated that the State of California is proposing a subsidy for homeowners with accessary dwelling units (ADUs). He noted that he may be referring to Assembly Bill (AB) 1033. Ms. Terraneo stated that she is tracking AB 1033 and provided details regarding the state legislative report. Mr. Carroll stated that District Counsel will be providing a report on the implications of AB 1033. President Scheafer commented on Senate Bill (SB) 728. Mr. Mosher commented on a few of the proposed bills and how they could affect the District. Discussion followed regarding the District's procedures for financial warrants. There was no further discussion, and the report was received. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Vice President Schafer wished everyone happy holidays. There were no additional comments. Procedural: 2. Adjournment COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD DECEMBER 12, 2023 President Scheafer adjourned the meeting at 9:03 A.M. Art Perry Secretary Mike Schea r President PAGE 6