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Minutes - Board - 2012-05-21Item VII. A. 3, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING MAY 219 2012 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in special session on May 21, 2012 at 4:00 p.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: Robert Ooten, James Ferryman, Jim Fitzpatrick, Art Perry, Mike Scheafer STAFF PRESENT: Scott Carroll, General Manager OTHERS PRESENT: Adam Probolsky, Probolsky Research; Dean Ruffridge, CR &R; Jim Mosher, Newport Beach resident PUBLIC COMMENT President Ooten invited interested parties to address the Board at this time. There was no response and the public comments portion of the meeting was closed. REVIEW RESULTS OF THE COSTA MESA SANITARY DISTRICT COMMUNITY SURVEY Adam Probolsky, Principal at Probolsky Research, presented information regarding the survey including dates conducted, process and geographical boundaries, number of respondents, margin of error and languages used in the survey. The large sample size for this kind of project was noted as well as the margin of error. Mr. Probolsky provided a brief background on his company and continued providing details of the CMSD Community Survey. He addressed specific questions and major concerns by the community regarding jobs and the economy. Other concerns were relative of congestion and public safety. He explained right track, on track and wrong track regarding opinions of the condition of the City. Mr. Probolsky addressed open - ended questions and noted that the largest number of people don't know who their sanitary service provider is. However, of those who know, the majority were able to identify CMSD. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MAY 21, 2012 Discussion followed regarding distinguishing between multi - family and single - family residential and providing branding opportunities for increasing awareness of the District. It was noted that not knowing who the trash hauler is may not be a bad thing, since they would probably know if there were problems. Mr. Probolsky reported that CMSD received 88% awareness, 61% favorable and 7% unfavorable. CR &R received 40% awareness, 26% favorable and 3% unfavorable. Discussion followed regarding the percentage of people who are favorable to the District from those that are aware of the District. Mr. Probolsky addressed the preferred media for obtaining information including local newspapers and the District Newsletter with television and website below the first two. He noted that 12% of the people indicating getting their information from the Orange County Register and even less from the Los Angeles Times. Discussion followed regarding the possibility of increasing distribution of the District newsletter and related benefits of using social media. Mr. Probolsky noted that 94% of those surveyed indicated that they are satisfied with the quality of their service and reported that type of support is not typical and is uncommon, especially for public agencies. He addressed those indicating they are unsatisfied and noted their concerns related to trash handling, spillage and accommodations for the disabled. Mr. Probolsky addressed the intensity of support and reasons stated by responders who indicated they disapprove including rate, spillage and leadership. He addressed the importance of CMSD remaining an independent agency and top reasons for continuing as an independent agency. It was noted that rate payers have a good sense of what they are paying and are generally comfortable with the rates they pay. Discussion followed regarding visits to the CMSD website by people looking for information on trash and recycling. Mr. Probolsky addressed responses regarding the various community. programs developed by the agency and noted the level of satisfaction with the various programs. Discussion followed regarding the advertising. used in promoting various programs offered by the District and interest in those programs, interest in and preference for the various container models, the benefits of participating in recycling and .educating rate- payers regarding the post - pickup process used by CR &R for recycling and environmental support. It was noted that people want to know that they are contributing to the environment and that there is a big opportunity for community outreach. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MAY 21, 2012 Mr. Probolsky reported that 91 % of respondents who initially preferred three separate containers agreed with a single -truck system when informed regarding the wear and tear to streets related to the three - container system. 94% disapproved of the three - container system knowing that the use of single containers, single pickup reduced air and noise pollution. Mr. Probolsky addressed questions regarding diversion of trash from the landfill, support for diverting waste from landfills, intensity of support, referring to percentage reduction rather than amount of tonnage reduced when communicating with rate payers and top issues related to the environment. He noted that those who support the trash diversion concept do so because of concerns with the environment, efficiency and saving space. Those who oppose the idea are concerned with costs and better methods of disposal. He addressed the District's rate and provided a profile of typical respondents, Smith versus Jones. Mr. Probolsky addressed support and opposition for diverting additional trash for landfills, support by region, willingness to pay increased fees and amounts, billing by container size, and handling recyclables and green waste. Conclusions of the survey were addressed including support for increased diversion. Mr. Probolsky felt it beneficial to promote the survey results especially with the high rate of support. Discussion followed regarding the length of the survey, time of day when the majority of calls were made and ensuring a range of demographic make -up. Mr. Probolsky offered to respond to questions and expressed his willingness to help. General Manager Carroll acknowledged the positive survey responses and stated he will issue several press releases announcing its results. He noted immediate actions that can be taken. Discussion followed regarding presenting the information to the District's zero -waste consultant for implementation of a zero -waste plan. It was noted that the survey will provide information for making policy decisions in the future and discussion followed regarding considering the present survey as a benchmark for future surveys. Discussion followed regarding establishing the proper sampling size, doing subsequent surveys regularly to evaluate policies being implemented, Mr. Probolsky offered to provide a "scaled down" presentation for use by the District in its outreach and promotions efforts. Director Fitzpatrick suggested taking the data to develop a zero -waste plan for future implementation and increasing the level of education outreach relative to rate increases. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD MAY 21, 2012 Discussion followed regarding preferences of rate payers for paying for costs as they are incurred and the possibility of developing a sewer survey for a lower sampling. ADJOURN There being no other business to come before the Board, President Ooten adjourned the meeting at 5:26 p.m. Secr tary - Um �:, ' .rdsident